The Ultimate HVAC Preventative Maintenance Checklist

November 17, 2022 - Toby Mortaro

No one likes to be too hot or too cold (although if you ask me, between the two I’d rather be too cold!). An HVAC system is the best way to keep the temperature at just the right level. However, HVAC systems can be one of the highest expenses for your home or business, so it’s important to put things in place to prevent any unexpected expenses. By investing in HVAC preventative maintenance, you can help your customers extend the life of their appliance and reduce their energy costs. When an HVAC technician goes out for a scheduled maintenance job there is a checklist of tasks they will complete, which we’ll cover later in this blog.

The Importance of Preventative Maintenance

The US Department of Energy predicts that energy consumption can be reduced by 5-20% simply by following a few simple maintenance steps.

This includes investing in HVAC preventative maintenance. This improves the appliances lifespan and ensures the unit operates to the best of its ability. Let’s take a look at a few of the main benefits you can highlight to your customers when they’re thinking of adopting an HVAC preventative maintenance plan.

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Lower utility bills

There’s no predicting when an HVAC unit will bite the bullet. But with preventative maintenance the costs are a lot lower than that of reactive maintenance. An HVAC unit that has been poorly maintained will expel more energy. This means it won’t operate at its best and your customer will foot the bill. On the flip side of that, if regular HVAC preventative maintenance is scheduled it’ll reduce the amount of energy used. Therefore your customers will see reduced energy bills.

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Reduce emergency repairs

This point goes hand in hand with our last one. Reactive maintenance will always be inconvenient and cost more. Unless anyone has the power of foresight or owns a crystal ball, there is no real way to know when an HVAC unit needs to be repaired or replaced. However, by having scheduled visits from a trained technician and investing in an HVAC preventative maintenance plan, your customers can reduce the risk of having to call out for a last minute fix.

Two men with hard hats and high vis jackets looking at an HVAC unit

Increase HVAC’s lifespan

Do you remember when you bought your first car? You either went for a cheap run around. Something that would get you from A to B but may have caused a lot of expense in repairs to keep it going. Or, you could have spent a little bit more and got something that would last longer and provide reliability. This is the difference between investing in HVAC preventative maintenance and relying on reactive maintenance. Keeping an HVAC unit in good condition and making sure it’s running smoothly lengthens the lifespan.

A piece from an HVAC unit covered in dust and debris

What is Included in HVAC Preventative Maintenance?

There are a few things your customers can do in regards to general maintenance of their HVAC unit. These include things such as checking the filter monthly, removing any debris that accumulates around the outside of the unit and ensuring the supply and return registers are kept clear of curtains, rugs or other obstructions. Anything more complex than that will require tools and knowledge that only an HVAC technician will possess, so it’s best to leave that to the experts.

A thermostat with a dollar sign shown on the electronic screen

How Much Does HVAC Preventative Maintenance Cost?

There’s no “one size fits all” answer to this, unfortunately. It depends on the type of HVAC preventative maintenance plan your customers are looking for, as well as the type of HVAC unit they have. On average, it tends to be around $75-$150 for annual plans. If it’s bi-annual, it’ll be somewhere between $150-$300. The customer can then work around what works best for them in terms of scheduling in the maintenance visits.

HVAC preventative maintenance checklist being held on a clipboard

HVAC Preventative Maintenance Checklist

As we mentioned earlier, there are regular tasks HVAC preventive maintenance technicians will undertake when they perform a yearly or bi-annual service. This can vary depending on the time of year and season. Let’s take a look at what those may include:


The last thing your customers want to do is spend time, resources and money on an unexpected breakdown of an HVAC unit. Investing in HVAC preventative maintenance can help give them peace of mind and avoid those unexpected expenses. As well as extend the life of their unit. While your customers may be put off by the large expense up front it’ll save them money in the long run.

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Author - Toby Mortaro

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Toby started his Simpro journey ‌in support. He learned the product inside out, in order to provide best-in-class customer support. As a key member of the support team, Toby built internal relationships as well as those with our customers. After a couple of years and fancying a creative challenge, he jumped ship to the marketing team.