HVAC Maintenance Checklist

Most state landlord-tenant acts require 24-48 hours written notice to enter an occupied unit except in emergencies. Send via the tenant's preferred channel in the PM software (AppFolio, Buildium, Yardi) and keep the timestamped record — it's the property manager's defense if entry is later disputed.

Confirm general liability and workers comp are in force and that the property is named as additional insured. A lapsed COI on file leaves the manager exposed for any vendor accident on premises — check the expiration date, not just that a PDF exists.

Open the work-order history and capex log for this unit. Note the equipment age, last filter change, prior refrigerant top-offs, and any open warranty so the tech arrives knowing what's been done.

Walk the outdoor unit for fin damage, rust, or hail strikes. Clear leaves, mulch, and vegetation within 24 inches of the cabinet — restricted airflow is the most common cause of summer high-head-pressure callbacks at SFR properties.

Use the MERV rating specified by the equipment manufacturer — over-filtering (MERV 13+ on a residential air handler spec'd for MERV 8) restricts airflow and ices the coil. Record the size and MERV so the next tech doesn't guess.

Apply manufacturer-spec'd lubricant to motor bearings and blower shafts on units that aren't sealed-bearing. Skip sealed units — over-lubrication on those voids warranty.

Check belt tension and look for glazing, cracking, or fraying. A blower wheel caked with dust shifts amperage draw and is a common cause of premature motor failure on units past year five.

Use a no-rinse coil cleaner appropriate for the coil material; aluminum micro-channel coils require a non-acidic formula. Dirty coils are the #1 cause of poor heat transfer on residential split systems.

Flush the condensate line with a wet/dry vac at the exterior termination, then drop in algaecide tablets at the air handler. A clogged condensate line that backs up into a unit ceiling is among the most expensive avoidable claims in PM — ceiling drywall, flooring, and tenant displacement all stack.

Compare suction and discharge pressures to the nameplate or manufacturer chart at current ambient. Low charge with no leak indication usually means a slow leak that will return — if low, follow up with electronic leak detection rather than just topping off.

EPA Section 608 requires technicians to record the type and amount of refrigerant added or recovered, including for systems containing 5 lbs or more. Log the tech's certification number, refrigerant type (R-410A, R-454B, etc.), and pounds added in the work order — the recordkeeping obligation is on the technician, but the property owner is the responsible party in an audit.

Power down at the disconnect first. Loose lugs at the contactor and breaker are a leading cause of compressor failure — torque to manufacturer spec, don't eyeball.

Pull the capacitor and meter it against rated microfarads — a weak cap reads within 10% of nameplate but draws hard-start amperage. Pitted contactor points should be replaced now, not next visit; a stuck contactor that won't drop out cooks a compressor in hours.

Verify setpoint matches a known-good thermometer within 2°F. Reset any tenant-locked schedules to the firm's default and document — tenant-altered schedules are a frequent source of "the AC is broken" tickets that turn out to be programming.

Working detectors aren't optional — most states require operational smoke and CO detectors and a habitability defense pivots on the inspection log. Hit the test button, replace 9V batteries, and log the result. CO detectors expire 7-10 years after manufacture; check the date stamp.

Verify the float switch on the secondary drain pan trips, the high-limit on gas furnaces opens, and the emergency disconnect at the air handler kills power. These are the controls that prevent ceiling collapse, fire, and CO incidents — they fail silently between visits.

Capture the new filter, cleaned coils, and any worn parts replaced. Photos attached to the work order in AppFolio or Buildium are the audit trail when an owner asks why the visit cost what it did, or when warranty work needs documentation.

Review the tech's notes. Anything beyond preventive scope — leak diagnostic, compressor concerns, condensate damage, control board failure — needs an owner-facing scope and quote rather than getting buried in the visit invoice.

Send the owner a written scope, parts and labor estimate, and a recommended timeline. Reference the management agreement's repair-authorization threshold — most agreements require owner sign-off above $300-500 except for habitability emergencies.

File the tech-signed report in the property's maintenance folder and update the equipment service log so the next quarterly visit picks up where this one left off.