HVAC Preventive Maintenance SOP Template

1.Purpose

To make sure every scheduled HVAC preventive maintenance visit is performed to a consistent standard, catching problems before they cause a breakdown and keeping an accurate service history for each unit.

2.Scope

Applies to preventive maintenance visits on commercial and residential HVAC systems under a maintenance contract. Emergency repair calls and new equipment installation are covered by separate procedures.

Definitions

PM visit

A scheduled preventive maintenance visit performed on a set interval, as opposed to a repair call triggered by a reported fault.

Refrigerant charge

The amount of refrigerant in a system, checked against the manufacturer's specification for correct cooling performance.

Superheat and subcooling

Temperature readings technicians use to verify a system's refrigerant charge is correct.

PM checklist

The standardized task list and record used to document what was inspected, cleaned or adjusted during a visit.

3.Responsibilities

HVAC Technician

Performs the scheduled inspection, cleaning and testing tasks on the unit and documents findings on the PM checklist.

Service Coordinator

Schedules PM visits against the maintenance contract, confirms site access, and tracks completion against the annual plan.

Service Manager

Reviews flagged repair recommendations, approves parts orders, and handles contract-level issues.

Facility Contact

Grants access to mechanical rooms and rooftop units, and reviews the visit summary and recommendations.

RACI matrix

R = Responsible, A = Accountable, C = Consulted, I = Informed

4.Materials and PPE

Materials, tools and systems

• →PM checklist for the equipment type
• →Refrigerant gauges and digital thermometer
• →Multimeter and amp clamp
• →Replacement filters, belts and coil cleaning chemical
• →Fin comb and coil brush
• →Equipment service history in the field service system

Personal protective equipment

• →Safety glasses
• →Cut-resistant gloves for coil work
• →Hearing protection near rooftop units
• →Fall protection for rooftop access where required

5.Procedure

1. 5.1

   Review the PM schedule and unit history

   HVAC Technician

   Technician checks the day's route in the field service system and reviews each unit's service history and any open recommendations from the last visit before heading out.

2. 5.2

   Check in and confirm scope with facility contact

   HVAC Technician

   Technician checks in with the facility contact on arrival, confirms which units are included in today's visit, and gets access to mechanical rooms or the roof.

3. 5.3

   Inspect the unit before power-down

   HVAC Technician

   Technician visually inspects the unit for leaks, corrosion, unusual noise or vibration while it is still running, and notes the readings on the thermostat or controller.

4. 5.4

   Isolate power and check electrical connections

   HVAC Technician

   Technician shuts off power at the disconnect, then inspects and tightens electrical connections, contactors and capacitors, checking for signs of overheating.

   Warning: Confirm the disconnect is off and verify zero voltage before touching any electrical component.

5. 5.5

   Clean the condenser and evaporator coils

   HVAC Technician

   Technician straightens bent fins with a fin comb and cleans the condenser and evaporator coils with the approved coil cleaner, rinsing thoroughly afterward.

6. 5.6

   Replace filters and inspect belts

   HVAC Technician

   Technician replaces air filters per the schedule, and inspects belts and pulleys for wear, cracking or misalignment, replacing them if needed.

7. 5.7

   Restore power and check refrigerant charge

   HVAC Technician

   Technician restores power, lets the system run, and checks superheat and subcooling readings against the manufacturer's specification to confirm the refrigerant charge is correct.

   Checkpoint: Superheat and subcooling readings are within the manufacturer's specified range before the visit is closed.

8. 5.8

   Test controls and safety devices

   HVAC Technician

   Technician cycles the thermostat or building automation controls through heating and cooling modes and tests safety switches, such as high-pressure and low-pressure cutouts, for correct operation.

9. 5.9

   Inspect ductwork and condensate drainage

   HVAC Technician

   Technician checks accessible ductwork for leaks or disconnected sections, and confirms the condensate drain line and pan are clear and draining properly.

10. 5.10

    Record readings on the PM checklist

    HVAC Technician

    Technician records all readings, tasks completed and any components replaced on the PM checklist in the field service system.

11. 5.11

    Flag follow-up repairs with the customer

    HVAC Technician

    Technician explains any findings that need follow-up repair, such as a failing capacitor or worn bearing, to the facility contact and submits a repair recommendation for the service manager to quote.

12. 5.12

    Update equipment history and next due date

    Service Coordinator

    Service coordinator updates the unit's equipment history with the completed PM and schedules the next visit based on the contract interval.

6.Quality checks

• →Every PM checklist item has a recorded reading or a checked-off status, with no blank fields.
• →Refrigerant charge readings are within the manufacturer's specified range on every completed visit.
• →Follow-up repair recommendations are quoted to the customer within the agreed turnaround time.
• →A sample of completed PM visits is spot-checked by the service manager each month.

7.Records

• →Completed PM checklist per unit and visit
• →Equipment service history log
• →Repair recommendation and quote log
• →Annual PM contract schedule

8.KPIs

• →Percentage of scheduled PM visits completed on time
• →Follow-up repairs identified per PM visit
• →Emergency breakdown calls on units under a PM contract
• →Customer contract renewal rate

9.Common mistakes

• →Skipping the electrical connection check because the unit sounds fine.
• →Cleaning coils without checking fin condition and airflow afterward.
• →Not recording refrigerant readings, so drift over time goes unnoticed.
• →Leaving a failing part unreported because it is still working today.
• →Forgetting to restore all panels and guards before leaving the site.

10.Revision history