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HVAC Install Checklist | Template (Free)

HVAC Install Checklist | Template (Free)

March 24, 2022
More Efficiency, Less Paperwork. Easily manage jobs, customers, scheduling, employees, and business costs and profit.

Whether you’re onboarding new employees or making sure your team follows the same procedures at every appointment for consistent quality of work, our HVAC installation checklist can help.

Below, we’ve outlined what to do beginning from before your arrival – both at residential homes and apartments alike – to the things you need to remember on the job itself, to what to do after the pressure is off, the unit has been installed, and now you’re free to market and upsell.

Add and take away from this list as needed, even customize it to your own preferences to work with your own specific tools, business, or different components. Once you’re satisfied, you can add this HVAC install checklist to your FieldPulse account for use it as needed.

HVAC Installation Checklist Template

Download our free fully customizable HVAC Install Checklist template to help you work at peak performance in and out of the office.

Our template includes a pre-arrival checklist, arrival checklist, information on diagnosing your units (furnace, crawl units, etc), installation of several types of units, air conditioning systems, heating system, removing old equipment, unboxing, ductwork to prevent duct leaks, electrical, and so much more!

This HVAC installation template with installation steps and other performance efficiency hacks is our free gift to you.

hvac installation checklist template

Protect Your HVAC Business Reputation & Help Your Technicians Shine

Let’s say you have an employee who’s a master at troubleshooting issues with HVAC equipment. His job performance makes him an invaluable asset to your company. He’s fast and accurate inspecting ductwork. He basically has all the local building codes memorized. You secretly suspect he can ramble off the model number of equipment after only a glance.

But sometimes an HVAC contractor can be great at their job but not always have it reflected by how professional or personable they come off to clients.

Maybe that employee doesn’t think to give a customer a detailed estimate of how long it will take to install their new air conditioning unit, including how long each step will take. This is highly relevant information to clients.

However, it probably isn’t at the front of that tech’s mind while he’s busy checking gas lines for leaks and coil requirements, examining the refrigerant charge of the cooling system, filling out paperwork, and making sure the home’s wiring can support the electrical needs of the new system.

So, a client with no experience working with HVAC equipment might be left wondering if something went wrong or if the technician ran into issues during a routine install. That lack of communication could then lead to lukewarm reviews and fewer maintenance contract wins of anyone on your team.

hvac software

A checklist can help you elevate that technician to a higher level of success by outlining not only the installation steps but a simple system for how he should be presenting himself to clients and communicating with them to show off just how capable he is.

Implementing checklists, of course, benefits your company because that technician is a reflection of your business and helps you earn valuable reviews, HVAC maintenance contracts, and referrals. But using a template can also help your employee increase their sales commissions, improve their confidence, and relieve some of the pressure the next time he’s working on an air conditioner.

Arrival Checklist

hvac arrival checklistAn arrival checklist ensures your team is fully equipped for the job at hand. This checklist ensures HVAC contractors are adequately equipped for their day with their vehicles loaded up with all the necessary tools and equipment for success.

You don’t want to show up for an install only to find you’re missing a critical item. This relays to the customer you’re unprofessional and may make the customer question how capable you are of completing the job to their satisfaction.

Additionally, arrival checklists can maximize your business’ efficiency. One item on your arrival checklist might be to confirm appointment and customer information. This includes the name of the customer, their address, phone number, and any specific instructions they may have given (e.g., to be quiet or to park in a specific parking lot). (An HVAC app like FieldPulse’s field service management software can help you keep track of this!)

That way, there will be no delays in getting started or undue pressure, and you can ensure customer satisfaction by coming off as professional and ensuring customers’ requests have been honored.

In our downloadable checklist, we cover what to do before your arrival and after as well as what to do after arriving at a residential home vs. apartments (or, really, anywhere that you would need to work alongside a maintenance supervisor).

HVAC Troubleshooting Checklist

hvac troubleshooting and diagnostic checklist

When you arrive at a customer’s home, you’ll want to inspect the air conditioning system. For example, if they’ve called with a complaint of not being able to cool their home, you’ll want to make sure that there are no obvious issues with the components and that they’re functioning as they should.

You may also want to inspect the unit itself for any damage and look for any visible signs of leaks. If something looks like it’s damaged or leaking, then you’ll be able to rectify it immediately and ensure that everything is running smoothly for your customer.

There are some other things you may want to look for in your inspection as well. For example, check the filter’s condition. This will allow you to recommend replacement when necessary and inform customers if there are any issues that need addressing.

You can also check the thermostat’s settings and ensure that everything is set properly. If a thermostat is malfunctioning, then it may not be effectively regulating the air conditioner’s temperature. This could cause the unit to overwork and use more energy than necessary, which would result in higher utility bills for your customer.

Once you’ve done a thorough inspection of the air conditioning system, you’ll have a good idea of what is causing the problem and weather the unit needs replacing. For example, if it’s not cooling properly due to a faulty filter or thermostat, then your repair will be straightforward and there won’t be much for you to do.

However, if there are any issues with the parts themselves or with the installation of them (such as a leaky pipe), then you’ll need to locate and resolve those problems before you can proceed with your repair.

In this checklist, we’ve included a detailed HVAC diagnostic checklist with all the areas of the unit you’ll want to check and information you’ll want to jot down for your records. This list includes space to note dimensions, brands and models, as well as a full list of items to check while performing your diagnosis, like the air handler, voltage, compressor, etc.

Preparing for Air Conditioning Unit Installation

Once you’ve determined the customer needs new equipment, the first thing you should do is make sure the area where you’ll be working is properly prepared. This means that the customer has done their part to prepare the area and has cleaned out any debris or junk.

You should also make sure all of the necessary electrical and gas connections are in place and working correctly. If there’s anything that needs to be done, like repairing a damaged wall, then you’ll want to bring this up with the customer so they can arrange for someone qualified to complete this work.

Just getting the area prepped can be overwhelming – especially for an HVAC apprentice or other junior members of your team. And even if an employee is familiar with the installation process, that doesn’t mean that HVAC contractor’s practices will be up to your company’s personal standards.

Pro-Tip: Overwhelmed by how much there is to remember and want to make your technicians’ lives even easier? FieldPulse can help automate your day-to-day work, like service follow-ups and scheduling.

hvac crm software

Even the best HVAC contractor can make mistakes during an HVAC installation. A busy technician might eyeball to see if the area is level instead of measuring it to save time. An employee who recently relocated might not be familiar with local building codes.

Checklists can be a great way to minimize these common issues and save your company time, money, headaches, and its reputation, especially paired with HVAC software.

Installation Checklist For New HVAC Equipment

heating and cooling install checklist

As you’d expect, there’s a lot that goes into installing a new unit, and it can be a lot of pressure to remember it all. That’s why we’ve collected all the information you need for the HVAC installation process all in one place.

Make it your own by inserting information about local codes, warranty information specific to your company. Or, alternatively, use it to fill in the missing parts of your existing checklists and systems established by your office.

Ready to get started? Download our air conditioner installation checklist to ensure optimal quality of your next HVAC cooling system install.

A few samples of what’s included in our HVAC Installation Checklist:

Installing / Inspecting Duct Work

  • No kinks, gaps, cracks, or leaks in existing ductwork and is free of obstructions
  • Existing ductwork is strapped and hung correctly
  • Air distribution balanced
  • Supply and return vents are open and clean
  • New air filters installed

Disconnect Safety

  • Power to air conditioning unit shut off and double-checked no currents are going through wires
  • If disconnect box is present, has an on/off switch and cover
  • Replaced or installed disconnect box if needed
  • Disconnect box is easy to access and within sight of the unit. Note: You should be able to touch the unit and disconnect switch at the same time and kill power without having to reach across the top of the unit
  • Disconnect box is high enough to avoid water and snowfall line and won’t interfere with electrical system. (See local codes and national electrical code.)
  • Line, load, and ground wires are attached correctly to equipment and installed so that they’re snug and secure under lugs and screws
  • Rings and screws were all reattached and are tight
  • Inside cover and disconnect have been put back inside disconnect box after installation
  • Sealed around box so no moisture and bugs can access
  • Opened and closed the box a few times to make sure that the lid functions correctly


Departure Checklist

hvac depature checklist template

Before you leave an HVAC job, you should make sure the client is happy with the work. This includes making sure they have what they need to operate and maintain their new unit.

It’s also a good time to make sure your crew did everything according to code and make sure your crew cleaned up after themselves. Did they leave behind nails or other debris around the house or inside the attic? Did they sweep or vacuum up any debris left behind by their equipment? Checklists can make clean-up after installing a much smoother process, taking pressure off everyone as they prepare to leave.

Beyond that, your departure checklist will have a lot of information specific to your company. After all, this is the ideal time to market and upsell to customers. But our template provides detailed checklists you can reference to make sure nothing gets left out. Did you leave the client with warranty information? Contact information for you or your office? Just a few things to consider after the heating system has been installed.

HVAC Contractor Software

hvac contractor software

It doesn’t matter if you’re a seasoned professional in the sector or brand new to the HVAC game, in this day and age it’s just easier and more efficient to have everything you need together in one place for you. This HVAC install checklist and much more are available for you in the FieldPulse app to help you to take care of your business in the way it deserves.

You’ll be able to keep track of every customer and every order, every item they’ve ever purchased or service they’ve requested, your customers and your employees, HVAC invoices, maintenance agreements, and much more. Download FieldPulse’s HVAC business software now to move your business to a whole different, more streamlined level, saving you money, time and effort in the long run.

Easy to use, easy to customize,
and easy on your wallet.

7-Day free trial // no credit card required.