Commercial air conditioning maintenance checklist
A practical preventative maintenance checklist for offices, shops, hospitality venues and workplaces: what to check every month, quarter, six months and year, and what to record. Read it below, or download the printable PDF for your site.
How often should commercial air conditioning be serviced?
Most commercial air conditioning should be serviced by a technician at least every six months, and systems that run long hours, sit in kitchens or dusty environments, or cool comms rooms often need quarterly visits. Between visits, simple monthly checks by staff, such as keeping outdoor units clear and reporting leaks, noises and error codes, catch problems early.
A good preventative maintenance plan combines those checks with scheduled servicing and a log of every visit. The checklist below sets out what to do at each interval. Coola Air Conditioning sets up commercial maintenance contracts across Brisbane's northern suburbs, from Narangba to the Brisbane CBD.
Preventative maintenance, interval by interval
Typical starting points for commercial systems. Your equipment, running hours and site conditions may call for more frequent visits.
Monthly
Quick checks your own staff can usually do, so problems are spotted between service visits.
- Check and clean or replace return-air and unit filters in high-use or dusty areas
- Look and listen for unusual noise, vibration, smells or water around indoor units
- Check that the space is reaching its set temperature in every zone
- Confirm controllers and timers are set correctly and match trading hours
- Keep outdoor units clear of rubbish, stock, plants and anything blocking airflow
- Note any error codes on controllers and report them
Quarterly
Technician visits for systems that run long hours, kitchens, dusty sites and comms rooms.
- Clean filters and inspect indoor coils for dust, grease and mould
- Flush and test condensate drains, trays and pumps (the usual cause of ceiling leaks)
- Inspect fan blades, motors and bearings, and check for unusual vibration
- Check refrigerant operating pressures and temperatures against normal
- Inspect electrical connections, contactors and capacitors for wear or heat damage
- Test controls, sensors and thermostats, and check temperature readings
Six-monthly
A full service for most commercial systems, ideally before summer and before winter.
- Clean indoor and outdoor coils thoroughly
- Check refrigerant charge and inspect pipework, joints and insulation for leaks or damage
- Measure supply and return air temperatures and overall performance
- Check electrical supply, isolators and safety devices
- Inspect and tighten mounts, brackets and panels
- Check ductwork, grilles and dampers for damage, blockages or air leaks
- Test heating mode on reverse-cycle systems
Annually
A deeper review of each system and the site as a whole.
- Deep clean indoor units where build-up warrants it (coil, fan barrel and drain)
- Review each unit's age, condition and refrigerant type, and plan for replacements
- Check that system capacity still suits how each space is used
- Review energy use and controller settings against the site's hours
- Confirm outdoor plant access, clearances and safety (including roof access)
- Update the asset register with every unit, its location, model and service history
Keep a record
- Keep a logbook or digital record of every visit: date, unit, work done and findings
- Record faults, repair quotes and what was approved
- Keep the asset register current when units are added, moved or replaced
- Keep records handy for landlords, property managers and lease obligations
This checklist is general guidance. Intervals vary with the equipment, running hours and site conditions, and the manufacturer's instructions always take precedence. Refrigerant and electrical work must be done by appropriately licensed technicians.
Get the printable checklist
A two-page PDF with every interval and a site log you can print, pin up in the plant room or hand to whoever looks after the building. Pop your details in and it's yours.
Rather not run the checklist yourself?
Ask about a maintenance contract and we'll schedule, do and log every visit for your site.
Commercial maintenance questions, answered
What facility managers and business owners ask us about keeping commercial systems maintained.
Most commercial systems should be serviced at least every six months, and many sites move to quarterly visits because the equipment runs long hours. Kitchens, dusty warehouses, gyms and comms rooms often need more frequent attention. The right interval depends on the equipment, how hard it works and the manufacturer's instructions.
Preventative maintenance typically covers cleaning or replacing filters, cleaning indoor and outdoor coils, flushing condensate drains, checking refrigerant pressures and pipework, inspecting fans, motors and electrical components, testing controls and recording performance, plus logging every visit so there's a service history.
Simple checks like keeping outdoor units clear, noting error codes and reporting leaks or strange noises can be done by staff, and some sites clean accessible filters themselves. Anything involving refrigerant, electrical components or working at height should be done by licensed technicians.
A log shows what was done, when and by whom. It helps spot recurring faults, supports warranty claims, plans replacements and budgets, and is often needed to show a landlord or property manager that lease maintenance obligations have been met.
Yes. Coola Air Conditioning sets up preventative maintenance contracts for commercial sites, with the visit frequency and scope agreed for each site after a free site visit.
Ask about a maintenance contract
Tell us about the site and the systems on it and we'll arrange a free site visit and a maintenance proposal. Prefer to talk it through? Give us a call.
- Call us(07) 3543 2543
- Emailinfo@coolac.com.au
- Service areaNarangba to the Brisbane CBD