Ensure Quality Service with an HVAC Installation Checklist

A good, comprehensive HVAC checklist can make sure you nail everything in one visit.

No one likes to get called back to return to a customer to rectify one tiny, overlooked issue a few days after a major installation. Small but critical mistakes like this lead to additional drive time and additional labor hours with no additional profit. Worse, such mistakes can end up compromising a newly installed system. (And we haven’t even mentioned those times where you have to make a return trip to pick up an expensive tool a tech left behind!)

So, how do you prevent this? Keeping good notes on the practices and procedures of your installation process ensures that your customer receives the best and most accurate service for their money. Thus, you should create and maintain a policy of completing an installation checklist any time a new unit gets installed by your team.

In this article, we will discuss some of the most popular options/ideas for installation checklists. (Working in fire protection? Check out our free fire inspection checklist template!)

Creating an HVAC Installation Checklist

The first point to establish? The type of installation you want to create a checklist for. Your business likely offers a variety of installation services, not all of which might will fit into the same checklist template. After considering your experience with previous installations, identify the services during which technicians commonly make mistakes and which services could potentially cause the most mistakes in the future. Start by creating checklists for each of these.

Let’s take a look at some points to consider using a few specific kinds of checklists.

HVAC Installation Checklist

Before performing a complicated HVAC installation, you ned to verify that you have all the materials required for the installation, and that the work area is prepared. Consider adding a section to your HVAC installation around these points, as you’ll need these considerations squared away before the real work can begin. 

Create a checklist or checklist section for each major piece of equipment that you will encounter during the installation. Creating a section that focuses on the customer relationship is also a good idea. Check out these HVAC checklist section examples:

Heat Exchanger Checklist

• Ensure the measured airflow through the fan is within 15% of the designed airflow.
• Note whether the installed unit is gas-fired, oil-fired, or electric.

Client Relationship Checklist

• Have you demonstrated usage of the system to the client?
• Have you collected a signature from the client to verify the system was installed to their liking?

Refrigeration Checklist

As noted in the previous section, consider whether your company needs to have part of the checklist dedicated to ensuring that the necessary parts to complete the installation are present and that the work area is prepared.

Again, you’ll want to have a checklist or checklist section for each major piece of equipment that you will encounter during the installation. If your business will install a residential air conditioner or a commercial reach-in cooler, make sure to include the necessary steps to install the unit on your checklist. Checking your work when completing a task is also an important step, as this will prevent issues that may result in callbacks. Check out some of our example checklist sections:

Condenser Checklist

• Check the fan blades and motor for cleanliness.
• Check the condenser for adequate airflow.
• Check that there’s no recirculation of discharge air.

Evaporator Coil Checklist

• Make sure the drain trap is level.
• Check that the drain tube is connected to the evaporator drain.
• Check that the fins are straight.

While this is by no means an exhaustive list of the most important steps to ensure the unit is working properly, it should give you a good idea of the kind of details to include when making your own refrigeration checklist.

Implementing Your Checklist 

Once you have some ideas written down for your checklist, you may wish to talk to your installation team about the common issues and mistakes made on their services. Your staff has a wealth of knowledge and experience on not only your field, but the operation of your business. Before implementing your new checklists, discuss the items with your team and encourage them to contribute and test the form. From there, you can create a form that not only captures necessary information, but comes with the approval and buy-in of your staff. This will encourage them to use the form routinely. 

Why stop there?

Since you’re well on the way to developing a new installation checklist, consider adding a maintenance checklists for your technicians to complete during routine visits. This is a great way to ensure you note code violations and that you recommended the proper course of action to the customer at the time of inspection. 

Can HVAC software help?

Yes! The field service management software Smart Service allows you to store and complete checklists and other forms, and it can also fill out some parts of the forms for you. Smart Service allows users to pull data from their work order onto the form, eliminating time and mistakes when entering customer data (such as name and address) on the form. The Smart Service system also automatically retains a copy of the completed form for under the customer back in the office.