HVAC PM Checklists: Preventive Maintenance Task Lists in Excel

Standardized Preventive Maintenance Templates for Major HVAC Assets. Use these Excel checklists to establish or update maintenance routines for equipment including AHUs, Chillers, RTUs, and VAV units.

“In facility operations, an overlooked HVAC detail—from a fouled coil to a slipping drive belt—can lead to major system downtime or excessive energy costs. Is your maintenance routine rigorous enough to catch these 'minor' technical risks?”

Achieving operational reliability requires a systematic approach to HVAC care. Our technical framework supports the consistent review of critical assets, helping your team identify performance risks before they escalate into an expensive equipment failure or a safety incident.

*See Professional Disclaimer regarding maintenance routines.

Immediate Deployment

Stop building from scratch. Deploy standardized HVAC maintenance routines today.

6 Asset Categories

Targeted checklists for AHU, Chillers, RTUs, VAV units, Motors, and Fans.

Editable Excel Format

Fully customizable task lists ready to be integrated into your existing CMMS or paper system.

Developing a maintenance library from scratch is time-consuming. These checklists provide a practical reference point for facility teams. The files contain editable preventive maintenance tasks—covering inspections, cleaning, lubrication, and adjustments—designed to help you organize your activities. Use these templates as a foundational library or as a structured data source to populate your CMMS.

Note: This HVAC Maintenance Checklist is included in our PM Checklists Product.

Tasks are organized by equipment category as worksheets within an Excel workbook. Recommended maintenance intervals/frequencies are included.

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HVAC PM Checklist Purchase includes PM Checklists in Excel format for the Following 6 HVAC Equipment Types:

AHU PM Checklist (Air Handler Unit HVAC) AHU Tasks
Sample: 5 of 59 AHU Tasks:

•	Overall Inspection Monthly	Inspect entire unit for unusual noise and/or vibration, ensure that it is in good working order.
•	Lubrication	Provide lubrication, if necessary.
•	Damper Linkages	Check that damper linkages are properly connected and operating.
•	Piping / Fittings Inspection	Inspect piping and fittings for leaks (steam, condensate, hot water, chilled water).
•	Ductwork	Inspect ductwork flexible connectors for abnormalities or leaks.

Chiller PM Checklist - Chiller Tasks
Sample: 5 of 78 Chiller Tasks:

•	Chiller Use / Sequencing	Turn off/sequence unnecessary chillers.
•	Overall Visual Inspection	Complete overall visual inspection to be sure all equipment is operating and safety systems are in place.
•	Setpoints Check	Check all setpoints for proper setting and function.
•	Evaporator / Condenser Fouling	Assess evaporator and condenser coil fouling as required.
•	Chilled Water Flow Rate	Keep chilled water flow rate between 3 to 12-ft per second. Too low a flow rate lowers chiller efficiency. Too high a flow rate leads to vibration, noise, and tube erosion.

Fan PM Checklist - Fan Tasks
Sample: 5 of 21 Fan Tasks:

•	System Use/Sequencing	Turn off/sequence unnecessary equipment.
•	Overall Visual Inspection	Complete overall visual inspection to be sure all equipment is operating properly and safety systems are in place.
•	Belts	Inspect belts for proper tension, alignment, and wear (if belts are replaced, record belt type and replacement date on unit).
•	Filters	Check for gaps, clean or replace when dirty or as recommended.
•	Cleaning	Clean entire unit, motor and fan assembly as recommended.

Motor PM Checklist - Motor Tasks
Sample: 5 of 35 Motor Tasks:

•	Motor Use/Sequencing	Turn off/sequence unnecessary motors.
•	Visual Inspection	Observe and record any anomalies regarding its physical condition.
•	Noise Check	Assess the level and type of noise the motor is making.
•	Record Data	Record equipment data.
•	Bearing Scope/Scanner Check	Check bearings using a stethoscope or infrared scanner (or camera, if appropriate).

RTU PM Checklist (Rooftop Unit HVAC) - RTU Tasks
Sample: 5 of 25 RTU Tasks:

•	Overall Inspection Monthly	Inspect entire unit for unusual noise and/or vibration, ensure that it is in good working order. Make sure all panels are fastened securely in place.
•	Log Observations / Deficiencies	Following inspection, record observations and deficiencies, if any. Consultation with facilities management regarding any concerns, problems, etc.
•	Filters / Screens	Inspect air filters and inlet screens. Clean or replace filters at the start of each cooling and heating season, at a minimum.
•	Fan / Housing / Motor	Inspect fan, housing and motor. Make sure fans are properly centered in their housing. Check blades for excessive rusting and for chips, cracks and dirt buildup that cause noise and vibration. If motor bearings are not permanently lubricated, lubricate them per manufacturer's specification. Ultrasonic equipment affords a reliable way to know when the grease reaches the bearing.
•	Belts	Inspect belts for wear, proper tension and pulley alignment. Fan belts are a regular wear and tear item and should be replaced annually.

VAV PM Checklist (Variable Air Volume Unit HVAC) - VAV Tasks
Sample: 5 of 18 VAV Tasks:

•	Overall Visual Inspection	Observe unit, note any unusual noise and/or vibrations.
•	Filters	Check filter and clean or replace as required.
•	Belts	Belt condition, alignment, and tension OK?
•	Lubrication	Provide lubrication, if necessary.
•	Actuators and Controls	Inspect controls and cycle actuators to ensure proper operation.