HVAC Commissioning Checklist: Free PDF Download

To help guide inspectors through the process of assessing newly installed HVAC systems, we’re offering a free HVAC commissioning checklist template.

To get your free template, simply fill out the form above (on mobile devices) or to the right (on desktop), and we’ll email it to you right away.

What’s Included in the HVAC Commissioning Checklist Template

Our fillable PDF template covers all the essentials, organized into clear, easy-to-navigate sections:

1. Commissioning Details

• Project name, address, and system type

• Commissioning authority (CxA), contractor, and inspector/commissioning engineer 

• Key dates and contact details

2. General Information

• Building/HVAC design criteria references

• Project specification references

• Tested systems (heating, ventilation, air conditioning, controls/automation)

3. Pre-Commissioning Checklist

• Design documentation available and received

• Equipment submittals reviewed and approved

• Installation complete as per design intent

• Access for equipment operation verified

• Utility connections inspected and approved

• Preliminary system inspection completed

4. System Start-Up Checklist

• Mechanical systems: Ductwork, dampers, fan belts, insulation 

• Electrical systems: Connections, breaker settings, control wiring, and grounding

• Control systems: Sensors calibrated, controller communication established, and programs uploaded and tested

5. Functional Performance Testing

• Heating, cooling, and ventilation systems

• Programmable thermostats/control settings

• Air balancing, pressure testing, smoke/fire dampers, alarms

5. Verification of Operational Requirements

• System meets design flow rates and capacity

• Energy efficiency goals achieved

• Control sequences match design criteria

• Equipment vibration/noise levels acceptable

• Maintenance access verified

6. Final Documentation and Handover

• As-built drawings and O&M manuals 

• Maintenance staff training

• Commissioning reports prepared and signed by the commissioning authority, contractor, and building owner

Note: Visit our HVAC templates hub to access related templates, such as our HVAC installation template.

The Hidden Costs of Using PDF Checklists

Consider this familiar scenario: A technician is performing final commissioning checks on a commercial HVAC system. While testing the air handling unit (AHU), they find that the system is struggling to reach the specified airflow rate. After further inspection, they suspect a damper issue—but their PDF checklist offers no way to document airflow readings, attach photos, or immediately notify the project manager. Instead, they:

• Jot down airflow discrepancies in the PDF (which may be overlooked later)

• Take a separate photo of the damper position on their phone (stored in a different system)

• Send an email about the issue (which might get buried in an inbox)

By the time this problem is flagged for resolution, final inspections are already underway. If missed, the HVAC system could fail to meet design specs, affecting indoor air quality, energy efficiency, and occupant comfort.

This is the reality of relying on PDFs for HVAC commissioning. While they offer a structured way to document tests, their limitations create inefficiencies, miscommunication, and costly delays.

Why PDFs Fall Short in HVAC Commissioning

No Multimedia Support → Lost Context & Disorganized Documentation PDFs are limited to text, meaning technicians can’t attach key photos or videos directly in the form. Instead, they must store media separately, increasing the chances of losing critical evidence or failing to communicate the full scope of an issue.

Lack of Integration → Time-Consuming & Error-Prone Workflows PDFs don’t sync with your CRM, project management software, or other apps. Every test result, equipment issue, and approval must be manually transferred—wasting time and increasing data entry errors.

Fragmented Communication → Project Bottlenecks & Compliance Risks HVAC commissioning details often get lost across PDFs, emails, and texts. If a technician reports that a rooftop unit isn’t maintaining static pressure, but their note gets buried in an email thread, it may not be fixed before final handoff—leading to failed inspections, warranty callbacks, or unhappy clients.

Static & Inflexible → No Real-Time Updates or Accountability A PDF checklist is just a digital piece of paper—it doesn’t update in real time, track approvals, or flag incomplete steps. If a technician misses a required test, there’s no built-in workflow to catch it before project completion.

Why Settle for Outdated PDFs? ServiceTitan Eliminates These Pain Points.

Using PDFs for HVAC commissioning is like trying to balance airflow with dampers alone when you have a full building automation system available. It technically works, but it’s inefficient, outdated, and prone to costly mistakes.

In the next section, we’ll show you how ServiceTitan’s HVAC contractor software streamlines the commissioning process, eliminates inefficiencies, and helps teams work smarter, not harder.

How ServiceTitan Transforms HVAC Commissioning and Commercial Maintenance Processes

If you’re looking for a more streamlined and efficient solution, ServiceTitan offers tools designed specifically for HVAC contractors. Here’s how our platform can help:

1. Customizable Digital Forms and Checklists

ServiceTitan’s HVAC software empowers contractors to create fully customized forms for commissioning, startups, maintenance, and more.

Key Features of Custom Forms:

• Flexible Customization: Easily build forms from scratch or use pre-built templates sourced from TitanExchange, where you can access tried-and-tested forms used by other HVAC businesses. Tailor them to suit your unique needs and preferences.

• Multi-Format Options: Add a variety of inputs to your forms, including:

  • Text fields

  • Number fields

  • Checkboxes

  • Photo/video uploads

  • Dropdown menus

  • Stoplight buttons

  • Digital signatures for sign-offs

• Job-Specific Integration: Attach forms directly to specific jobs, customers, locations, or HVAC equipment.

2. Streamlined Workflows and Real-Time Communication Between Field and Office Staff

Job Data Is Accessible Anywhere, Anytime

All forms are available on both desktop and mobile platforms (compatible with Android and iOS), ensuring your team can access and update them wherever they are.

Eliminate Manual Data Entry & Reduce Errors

Dynamic, integrated forms replace outdated PDFs, eliminating the hassle of manual data transfers. Completed forms are automatically saved to the associated customer profile, ensuring that vital information is never lost and workflows remain streamlined.

Enhance Real-Time Collaboration

Updates from the field are instantly visible to office staff, enabling faster decision-making and reducing delays for crucial tasks like warranty checks, drafting estimates, and ordering parts. Everyone on the team has immediate access to the information they need to act quickly and accurately.

Boost Efficiency and Accountability with Custom Rules

ServiceTitan allows you to set custom rules to ensure the right team members complete specific forms at the right time. This keeps workflows organized, improves compliance, and ensures nothing falls through the cracks.

3. Beyond Commissioning: Maintenance Agreement and Service Contract Management

Managing HVAC maintenance agreements and service contracts is a complex, time-consuming process. ServiceTitan simplifies this with robust tools designed specifically for commercial HVAC contractors.

Streamlined Office Management

ServiceTitan guides users through a step-by-step workflow to create tailored service agreements for their customers. Key features include:

• Customizable Templates: Start with pre-built templates or design your own agreements.

• Comprehensive Coverage Options: Select locations, equipment, and specific services covered under the agreement.

• Flexible Pricing and Billing: Set billing schedules, payment terms, and pricing structures that work for your business.

• Service Planning: Schedule routine maintenance visits and ensure all tasks are accounted for.

All service agreements are centrally managed on the Service Agreements Dashboard, providing a clear, high-level overview of scheduling, locations, billing, project financials, and more. 

Efficient Scheduling and Equipment Tracking

ServiceTitan simplifies service scheduling and asset management:

• Plan and Monitor Visits: Use guided fields to define visit details like type, cost, and equipment serviced. Get notified of overdue visits.

• Track Equipment: Document details like manufacturer, model, serial numbers, and installation dates. Attach equipment to specific locations and visits for easy reference.

These features eliminate the need for complicated spreadsheets and ensure all data is seamlessly integrated into ServiceTitan’s platform.

User-Friendly Technician Mobile App

Technicians can use the ServiceTitan Mobile App to manage service agreements and perform maintenance with greater efficiency:

• Access Complete Job Histories: View previous estimates, invoices, job notes, and equipment details without calling the office.

• Streamlined Documentation: Capture photos, videos, and notes directly in the app.

• Warranty and Parts Management: Check warranty details and order replacement parts from the field.

• On-the-Spot Estimates: Create and present estimates using ServiceTitan’s integrated pricebook, or send them to the office for faster customer approvals.

Automated Billing and Customer Self-Service

ServiceTitan takes the hassle out of billing and payment collection:

• Automatic Invoicing: Set up billing schedules during agreement creation, and automate your invoice delivery.

• Self-Serve Customer Portal: Enable your customers to view agreement details, job histories, and invoices, schedule appointments, and make payments online—reducing demands on your team.

Get a ServiceTitan Demo to See These Features in Action

While PDF checklists are a helpful starting point, they can’t solve the inefficiencies of manual workflows. ServiceTitan’s all-in-one HVAC software doesn’t just streamline your commissioning process—it transforms how you manage your entire business:

• Save Time: Automated workflows reduce paperwork and free up your team.

• Improve Accuracy: Real-time updates minimize errors and miscommunication.

• Boost Revenue: Faster estimates and efficient service delivery close more deals.