HVAC Air Balance Report Template: Free PDF Download

An air balance report records the results of air balance tests. Below, we'll share our free HVAC air balance report template and explain the benefits of using HVAC software instead of PDF or Excel templates for reports like these. 

Table of Contents

• What is an HVAC air balance report template?

• Download our HVAC air balance report template

• The challenges of a static air balance report template

• The benefits of using ServiceTitan’s mobile app for air balance reports and other digital forms

What is an HVAC Air Balance Report Template?

HVAC air balancing is the testing process that measures airflow to ensure that an HVAC system is running properly so that it provides optimal performance.

Air balance reports are often required by building owners for new commercial construction projects before occupancy as well as for residential customers to ensure their cooling and heating systems provide maximum energy efficiency.

An HVAC air balance report template is used to record HVAC equipment air balancing testing results. A certified HVAC professional records equipment and system information, tests system airflow, and creates a detailed report so the HVAC installer can make the adjustments for optimal heating and air conditioning operation.

An air balance report form walks HVAC techs through the necessary steps to evaluate a forced-air system, including:

• Listing project information, address, calibration date, and testing instruments.

• Documenting equipment information, such as manufacturer, model number, serial numbers, and technical design data specifications (like fan speed data).

• Checking the HVAC system and components, such as the air handling unit (AHU), filters, coils, and the terminal unit, also called Variable Air Volume (VAV) or Constant Air Volume (CAV) boxes.

• Marking equipment and devices.

• Measuring air speed volume by cubic feet per minute (CFM) through ductwork at grilles, registers, and diffusers, using a Pitot tube traverse and other instruments. Testing static pressure measures pressure differences from the supply air side and return air side.

• Comparing measured airflows to design airflows, making adjustments to the damper until it’s within 10% of design specifications.

View & Download Our Free HVAC Air Balance Report Template

This template can be used to create air balance reports for commercial and residential HVAC systems and has fields for all the information that HVAC techs need, including:

• Project name, location, and date

• Technician details

The template is broken down into three sections: 

System Overview

This section provides space for the HVAC technician to record the objective of the HVAC air balance report as well as the testing instruments used (such as a manometer).

Measurements

This is where all the test data can be recorded, including air distribution details (supply and return air) along with all notable measurements such as airflows and temperatures. 

System Adjustments

This section allows the HVAC tech to record any adjustments made to improve functionality of the HVAC system as well as note any recommendations or other comments. 

The Challenges of a Static (PDF or Excel) Air Balance Report Template

While using a static template (whether it’s ours or a fillable form created in Microsoft Excel that you print out for techs to complete) can provide some structure and consistency to your air balance tests, it can’t address the operational issues involved in creating, managing, and sharing air balance reports among staff and customers. 

For example:

Workflow Inefficiencies

Printed forms or basic PDF templates can’t be integrated with other areas of your day-to-day operations such as building estimates or taking payments. This requires HVAC techs and office staff to repetitively enter the same customer and job details throughout the course of a job — from the installation, to the HVAC test, to the invoice, etc. 

Likewise, simply tracking whether or not an air balance report has been carried out on an HVAC system at all is more difficult when there’s no integration of information with other customer details or job history. 

Errors in Manual Data Entry 

As office staff and HVAC techs enter test data information from air balancing report sheets into other operational areas of the business (quotes, etc.), errors and inconsistencies in data can occur. At best, they would need to copy or scan the document, which takes up valuable time. Paper forms often don’t provide enough space for the tech to write down complete information. They also easily get damaged, misplaced, or lost.

Poor Customer Experience 

Handwritten documents (or even fillable Excel templates) are not easy to share between staff or with customers. These documents also tend to look unprofessional, particularly compared to competitors who provide digital test reports that can easily be shared.

To solve these issues, ServiceTitan’s HVAC software helps you create and manage digital air balance reports that integrate with estimates, invoices, and other essential business processes.

The Benefits of Using ServiceTitan’s Mobile App for Forms (Like Air Balance Reports)

With ServiceTitan, HVAC contractors can use digital forms and checklists, which can be accessed by all employees, whether office-based or out in the field, via our mobile app.

HVAC techs can update air balance reports, checklists, and other documents in real time while they're out on calls — eliminating the need for physical paperwork.

ServiceTitan’s customizable digital forms, designed specifically for the trades, give you the ability to easily create HVAC air balance reports to ensure that your techs follow your specific procedures and collect all the necessary information for every job. 

Some of the benefits of using ServiceTitan forms include:

Gated Workflows 

HVAC contractors can require a technician to check off each and every step on an air balance form before allowing them to close out the report. This radically reduces the chance that key steps are missed along the way and ensures the report is completed correctly.

Trigger Checklists for Specific Jobs 

You can set up ServiceTitan to trigger a specific form based on the job type. 

For example, you could specify that an air balance report is completed before sign-off on a new product installation or that an HVAC inspection checklist is always filled out for a preventive maintenance job. 

HVAC techs can toggle with ease between the different forms you pre-specify directly from the ServiceTitan mobile app.

Customization Features for Particular Tasks

ServiceTitan users can specify any number of custom details to be included on their forms. 

For example, you can include HVAC equipment items or technical terms such as: indoor air quality, outside air, condensers, heat pumps, air handlers, boilers, cooling systems, venting systems, air distributors, air filters, compressors, diffusers, ductwork, condensing units, flues, hoods, and heat exchangers.  

You can create reports to capture important information without worrying about running out of space (which is often an issue with paper forms).

Real-Time Supervision 

Since all of the data entered onto the ServiceTitan platform is instantaneously available to users, HVAC business owners can actually observe their techs working through an HVAC air balance report in real-time.

Techs can even have their supervisors sign off on important steps remotely, from their tablet or desktop. Not only does this reduce the chance of error, or any skipped steps, but you have a clear picture of a tech’s progress and speed. 

Request for Photo or Signature

ServiceTitan also gives you the ability to request and include an almost unlimited number of labeled photos within your forms. 

For example, you could require photos of the HVAC system on which your tech is conducting the air balance report. A photo of the model number of the HVAC equipment would ensure an accurate record, too, in case the information was mistyped onto the form. 

You could also require a signature, for example, from a customer who forgoes a technician's recommendations on the air balance report, which could cover the contractor if the customer’s preferred solution fails and they expect free work. 

Both of these measures help ensure that the customer has a clear record of the report and also what was recommended and agreed to, increasing customer satisfaction and minimizing the chance of issues further down the line.

Automated Review Requests

Compiling an air balance report might be part of an HVAC system installation or repair. Whichever, ensuring you receive customer feedback after every job is essential for managing your HVAC company’s reputation. 

ServiceTitan’s reputation management tool lets you send automated review requests to each customer by text or email immediately after the tech marks the job as complete on their mobile app. 

This makes it easy for customers to share their experience on an online review site (Google, Facebook, etc.) while it's top of mind and you don’t need to remember to go back and ask them for feedback later on.

With ServiceTitan, you can generate more reviews, manage all your reviews from one place, and match reviews to customers, techs, and jobs. Then, you can take action if necessary (for example, rewarding a tech for good work or providing extra coaching). 

ServiceTitan’s Mobile App Helps your HVAC Techs Work Smarter

In addition to the features ServiceTitan offers for digitizing and customizing your HVAC air balance reports, our software integrates all your forms with the rest of your business operations so that your HVAC techs have full access to everything they need to carry out their work, with just a few taps on their mobile app.

Here’s an overview of just some of ServiceTitan’s features techs can access:

• Customer information and history: Including contact details, notes, property data, and call recordings, so techs will always know who they’re dealing with and if there are any special requirements (such as a preferred phone number).

• Complete job histories: Full details of existing equipment, prior work carried out including any previous air balance reports or other forms, invoices, and servicing statuses, so techs can identify upselling opportunities, such as when equipment needs replacing or when a membership agreement has expired.

• Estimate creation using up-to-date pricebooks: With our pricebooks, techs can build estimates and present good-better-best options to customers from their mobile device using ServiceTitan’s digital pricebook and estimate templates.

• Convenient customer payments: Save time and bring in revenue faster by taking payments on the spot. With these convenient customer payment options, techs can create and issue invoices on their mobile app and offer flexible payment options to customers (credit card, check, etc.).

All of these integrations work together and in tandem with ServiceTitan’s customized digital forms with no need to jump in and out of different software tools or use paper. Techs will always have the right customer information on hand and know exactly what is required to complete the work even when they’re on the go. 

So, while an HVAC air balance report template is a good starting point, using ServiceTitan’s HVAC software to sync your reports and forms with the rest of your business operations increases the efficiency of your HVAC business and helps your HVAC techs deliver the best customer experience on every service call.