What's included
- Standard Service Call Procedure — 10 steps
- Preventive Maintenance Checklist — 10 steps
- No-Heat / No-Cool Emergency Protocol — 7 steps
- New System Installation Checklist — 10 steps
Standard Service Call Procedure
From dispatch to close-out. What every tech should do on every residential service call.
- Review work order and customer history before leaving the shop. Note any prior complaints or equipment details.Notes: _______________________________________________
- Text the customer your ETA and name when you're 15 minutes out.Notes: _______________________________________________
- Arrive on time. Put on boot covers before entering the home. Introduce yourself.Notes: _______________________________________________
- Ask the homeowner to describe the problem in their own words. Listen fully before diagnosing.Notes: _______________________________________________
- Inspect the system: check thermostat settings, filter condition, electrical connections, and refrigerant levels as applicable.Notes: _______________________________________________
- Explain the diagnosis in plain language. Present repair options with pricing before doing any work.Notes: _______________________________________________
- Complete the repair. Test the system through a full cycle. Confirm airflow at registers.Notes: _______________________________________________
- Clean up your work area. Remove any packaging or old parts.Notes: _______________________________________________
- Walk the homeowner through what you did and any follow-up maintenance they should schedule.Notes: _______________________________________________
- Collect payment or confirm billing. Close out the work order in the system before leaving the property.Notes: _______________________________________________
Preventive Maintenance Checklist
Seasonal tune-up procedure for residential HVAC systems, heating and cooling.
- Turn off power to the unit at the disconnect and breaker panel before starting any work.Notes: _______________________________________________
- Replace or clean the air filter. Note the filter size on the work order for future visits.Notes: _______________________________________________
- Inspect and clean the evaporator and condenser coils. Document coil condition.Notes: _______________________________________________
- Check refrigerant charge with gauges. Record pressures. Flag any discrepancy from manufacturer specs.Notes: _______________________________________________
- Inspect electrical connections: tighten terminals, check for scorching or corrosion.Notes: _______________________________________________
- Test the capacitor and contactor. Replace if readings are outside tolerance.Notes: _______________________________________________
- Lubricate blower motor bearings if applicable. Check belt tension on belt-drive systems.Notes: _______________________________________________
- Clear the condensate drain line. Pour a small amount of bleach solution to prevent clogs.Notes: _______________________________________________
- Test thermostat operation: cycle the system through heating and cooling. Verify set point accuracy.Notes: _______________________________________________
- Document all readings, part conditions, and recommendations on the maintenance report.Notes: _______________________________________________
No-Heat / No-Cool Emergency Protocol
Priority dispatch procedure when a customer has a complete system failure.
- Dispatch confirms: how long has the system been down? Are there elderly residents, infants, or medical equipment at risk?Notes: _______________________________________________
- If vulnerable occupants are present, classify as Priority 1. Next available tech responds within 2 hours.Notes: _______________________________________________
- Tech calls the customer to confirm arrival time and instructs them on temporary measures (space heater placement, opening windows safely, etc.).Notes: _______________________________________________
- On arrival, go straight to the unit. Check power supply, thermostat, and the most common failure points for that equipment type first.Notes: _______________________________________________
- If the repair requires a part you don't carry, call the shop to check stock and arrange pickup or delivery before leaving the customer waiting.Notes: _______________________________________________
- Complete the repair. Run the system for a minimum of 15 minutes and verify the space temperature is moving in the right direction.Notes: _______________________________________________
- Follow up by phone the next morning to confirm the system is still running properly.Notes: _______________________________________________
New System Installation Checklist
Full installation procedure for residential HVAC equipment replacement.
- Verify equipment model numbers match the proposal. Inspect units for shipping damage before loading the truck.Notes: _______________________________________________
- Lay down drop cloths and floor protection from the entry point to the work area.Notes: _______________________________________________
- Disconnect and remove old equipment. Cap refrigerant lines. Properly recover refrigerant per EPA regulations.Notes: _______________________________________________
- Install new equipment per manufacturer specifications. Follow local code requirements for clearances and connections.Notes: _______________________________________________
- Braze refrigerant lines using nitrogen purge. Pressure test to manufacturer-recommended PSI and hold for 30 minutes.Notes: _______________________________________________
- Pull vacuum to 500 microns or below. Hold for 15 minutes to verify no leaks.Notes: _______________________________________________
- Release refrigerant charge. Verify pressures match manufacturer specs for current outdoor temperature.Notes: _______________________________________________
- Wire thermostat and test all modes: heating, cooling, fan only, emergency heat if applicable.Notes: _______________________________________________
- Walk the homeowner through the new thermostat, filter location and size, and recommended maintenance schedule.Notes: _______________________________________________
- Complete all permit paperwork. File the warranty registration before leaving the job.Notes: _______________________________________________
Want your crew to run these on their phone?
Import these checklists into WithoutMe. Your crew checks off each step at the job site. You see who finished what.
Start with HVAC procedures — free No signup required.Common questions
What checklists does an HVAC company need?
Every HVAC company needs at minimum: a service call procedure, a preventive maintenance checklist, an emergency dispatch protocol, and a new system installation checklist. Start with the one your crew asks about most often. Most owners find the service call procedure has the biggest impact because every tech runs calls slightly differently without one.
How do I get my HVAC techs to actually use a checklist?
Print it and hand it to them. A checklist that lives in a binder nobody opens is worthless. Print one copy per tech, keep it short (under 12 steps), and make the steps specific to how your company runs calls, not generic industry advice. If you want them to use it digitally, share a link they can pull up on their phone at the job site.
How many steps should an HVAC service call checklist have?
Keep it under 15 steps. A checklist with 30 steps won't get used because it takes too long to follow on a live job. Focus on the steps that matter most: the ones your crew skips, forgets, or does inconsistently. You can always add detail later once the core process is being followed consistently.