Commercial HVAC systems are among the most capital-intensive assets in any building. A rooftop unit, boiler, or air handler represents tens of thousands of dollars in equipment — and the cost of an unplanned failure goes well beyond the repair bill. Lost productivity, tenant complaints, regulatory issues, and emergency service premiums all add up quickly.
The good news: the vast majority of commercial HVAC failures are preventable. Studies consistently show that buildings with structured preventative maintenance programs spend 30–40% less on HVAC repairs over a 10-year period compared to reactive-only maintenance. The checklist below is what our licensed technicians work through on every commercial service call.
Spring / Pre-Cooling Season
- Inspect and clean condenser coils on all rooftop units and split systems
- Check refrigerant levels and inspect for leaks
- Test cooling operation and verify thermostat calibration
- Inspect and clean evaporator coils
- Check condensate drain pans and drain lines for blockages
- Lubricate all moving parts — fan motors, bearings, and belts
- Inspect electrical connections and tighten as needed
- Replace air filters across all air handling units
- Test economizer operation and damper actuators
- Inspect rooftop unit curbs and flashing for water infiltration
Fall / Pre-Heating Season
- Inspect heat exchangers for cracks or corrosion
- Test ignition systems and verify burner operation
- Check gas pressure and combustion efficiency
- Inspect flue pipes and venting for blockages or deterioration
- Test safety controls — high-limit switches, pressure switches, rollout switches
- Clean burners and heat exchanger surfaces
- Inspect and test make-up air units and ventilation systems
- Check boiler systems — water levels, pressure relief valves, expansion tanks
- Replace air filters and inspect ductwork for leaks
- Test building automation system (BAS) integration and setpoints
Year-Round / Ongoing
- Monthly filter inspections (replace as needed based on occupancy and air quality)
- Monitor energy consumption for unexpected spikes
- Inspect belts and pulleys for wear quarterly
- Check refrigerant lines for insulation damage
- Test CO detectors and ensure proper ventilation rates
- Review maintenance logs and flag recurring issues
- Inspect roof penetrations and equipment curbs after major weather events
Why a Maintenance Agreement Makes Sense
Managing this checklist in-house is possible for large facilities with dedicated engineering staff, but most commercial building owners and property managers are better served by a maintenance agreement with a qualified mechanical contractor. A structured agreement ensures nothing gets missed, creates a documented service history (valuable for insurance and resale), and typically includes priority response for emergency calls.
EDCO offers commercial maintenance agreements tailored to your building's equipment inventory and service schedule. Our licensed technicians are familiar with the full range of commercial HVAC equipment — Lennox rooftop units, make-up air systems, boilers, and more — and we carry the parts inventory to handle most repairs on the first visit.