HVAC Equipment Startup Checklist: Free PDF Download

To access our free HVAC equipment startup checklist, fill out the form above (on mobile devices) or to the right (on desktop) to have it emailed to you.

HVAC Equipment Startup Checklist

The fillable PDF template includes the following sections:

General Information

• Customer Name

• Technician Name

• Date

• Site Address

• Equipment Type

• Model Number

• Serial Number

• Manufacturer

Pre-Startup Inspection

Visual Inspection

• Ensure equipment is installed according to manufacturer specifications (correct placement, secure mounting).

• Verify there is no physical damage (bent fins, broken parts, etc.).

• Check for debris, dust, or obstructions in and around the unit.

• Confirm all access panels are securely attached.

• Inspect for visible corrosion on connections or components.

• Ensure proper clearance from walls, ceilings, or other objects (per manufacturer requirements).

Refrigerant System

• Confirm refrigerant lines are insulated properly. Inspect refrigerant piping for signs of leaks.

• Ensure the system is fully charged with the correct refrigerant type (R410A, R22, etc.).

• Verify refrigerant charge based on ambient temperature and pressure readings:

  • Superheat: ________°F

  • Subcooling: ________°F

• Inspect for proper oil levels (if applicable).

Electrical Connections

• Verify that the power supply matches equipment voltage requirements (____V).

• Check all wiring connections for tightness and correct polarity.

• Inspect and tighten terminal block connections. 

• Check that the circuit breakers and fuses are of the proper size. 

• Grounding connections verified as per code.

Startup Procedure

Thermostat Setup

• Set the thermostat to manufacturer-recommended settings.

• Test thermostat operation by changing settings (heat/cool, fan modes).

• Verify communication between the thermostat and HVAC unit.

Electrical Startup

• Turn on the main power and monitor the startup sequence.

• Observe electrical current draw during startup and running conditions (Amps: ________).

• Check for unusual noises, vibrations, or odors during startup.

Airflow and Ductwork

• Ensure all supply and return vents are open and free of blockages.

• Inspect ductwork for leaks or damage.

• Measure and adjust static pressure in the system (static pressure: _______ in. wg).

• Confirm blower motor and fan are operational and rotating in the correct direction.

• Measure airflow (CFM: _______).

System Operational Check

Heating Mode

• Activate heating and confirm unit switches over smoothly.

• Verify proper ignition sequence and burner operation.

• Measure temperature rises across the heat exchanger: 

  • Entering Air Temp: _______°F

  • Leaving Air Temp: _______°F

• Monitor the combustion venting system for proper function.

Cooling Mode

• Activate cooling mode and monitor compressor operation.

• Measure temperature drop across the evaporator coil: 

  • Entering Air Temp: _______°F

  • Leaving Air Temp: _______°F

• Verify that the condenser fan operates correctly and measures heat rejection.

Safety and Control Checks

• Check the operation of all safety controls (limit switches, pressure switches, etc.).

• Verify control board status and troubleshoot any error codes displayed.

• Test the high- and low-pressure switches.

• Ensure condensate drain lines are clear and draining properly.

Post-Startup Inspection

System Monitoring

• Check for steady operation in both heating and cooling modes.

• Verify no unusual noises or vibrations during operation.

• Monitor refrigerant pressures and temperatures during continuous operation:

  • Suction Pressure: _______ psig 

  • Discharge Pressure: _______ psig 

  • Compressor Amps: _______ A

• Check system performance against manufacturer specifications.

Final Electrical Inspection

• Confirm running voltage and amperage are within acceptable limits.

• Inspect all safety shut-off switches and verify proper operation.

Filter and Indoor Air Quality

• Install/inspect air filters (filter size: _______).

• Check indoor air quality components (UV lights, air purifiers, etc.) for proper operation.

• Confirm proper humidity levels and adjust as needed.

Maintenance Checklist

General Maintenance

• Lubricate moving parts (blower motor, fan bearings, etc.).

• Inspect and clean evaporator and condenser coils. Tighten all belts and replace if needed.

• Verify gas pressure (in heating mode): _______ psi.

Additional Maintenance Tasks (if applicable)

• Inspect the heat exchanger for cracks or leaks.

• Clean or replace the condensate pump or pan (if applicable).

• Check for proper operation of zone controls (if multi-zone system).

Final Verification and Sign-Off

• The technician confirms that all startup and maintenance steps are complete and the system is operating as per manufacturer specifications.

• Technician signature

• Customer signature

The Limitations of PDF HVAC Startup Checklists

Filling out this startup checklist can help ensure techs comprehensively inspect newly installed heating and air conditioning systems. However, even fillable PDF templates that can be filled out digitally on-site come with significant limitations.

For example:

• You can’t ensure they’re used for every job. With everything else techs have to think about, they’ll often forget to use these checklists, increasing the chances that important steps get missed.

• You can’t customize or duplicate them on the fly. If multiple pieces of equipment have been installed, it can be difficult to duplicate or customize PDF checklists from the field.

• PDFs don’t integrate with the other apps you use to run your business, so you need to transfer inspection results into your CRM manually.

• Any details of issues discovered during inspections can’t be easily shared between field and office staff, causing delays for any next actions (checking warranty or inventory information, drafting estimates, ordering parts, etc.).

So, in the rest of this post, we’ll walk through how our HVAC contractor software, ServiceTitan, solves these challenges and more.

ServiceTitan Streamlines HVAC Installation & Maintenance Processes

Ensure the proper forms & checklists are completed for every job

ServiceTitan’s HVAC software allows contractors to create customized forms — including HVAC maintenance and startup checklists.

Users can create checklists and easily add them to specific jobs, customers, locations, or equipment. All forms can be accessed on our desktop or mobile app (compatible with Android and iOS devices). 

This functionality eliminates the need to keep stacks of paper checklists stocked in your trucks, or transfer job and customer data to a computer system; this allows business owners and staff to save time and eliminate errors. 

Since ServiceTitan stores every piece of information entered into the platform in the cloud, it’s fast and easy to find and access forms and customer info.  

Forms can be built from scratch. But our users also enjoy access to various pre-built templates — sourced from forms used by other HVAC companies via TitanExchange. These, too, can be customized to the specific needs or preferences of a given HVAC shop.  

Ensure checklists are used every time

In form settings, business owners can select the option to require techs to fill out certain forms for certain jobs. 

For example, a tech installing a new HVAC system can be required to complete an HVAC installation checklist and warranty form before closing out the job. 

This fosters accountability through automation, reducing stress on behalf of owners and managers while ensuring standard operating procedures are followed in the field for every job. 

Customize and adjust checklists with ease

Users can add or subtract from checklists to perfectly match their needs and preferences. In addition, every form and checklist can be duplicated as many times as necessary to address all of the HVAC units present, right from the job site.

Create & present estimates when issues are discovered

For business owners, one of the benefits of having a consistent HVAC inspection process is that it empowers HVAC technicians to discover and capitalize on valuable sales opportunities.  

For example, when a tech finds an issue with HVAC equipment during an inspection, ServiceTitan gives them the ability to build a custom Good Better Best proposal right from our integrated pricebook. 

Using a tablet, techs can present proposals including product photos, equipment specs, and pricing to homeowners on the spot, as well as email them to customers for review and approval. This feature allows contractors to save time in delivering estimates to customers whose needs are often urgent. 

ServiceTitan also provides automated tracking and follow-up on outstanding estimates, enabling users to improve close rates and maximize their bottom line.

Easily track, access, and update maintenance agreements

ServiceTitan's membership feature gives HVAC businesses the ability to effectively (and efficiently) document, manage, and track recurring services associated with maintenance agreements. 

Crucially, all of the records and specifications of HVAC memberships are stored in one place, making them easy to search and reference with just a few clicks.  

Details that ServiceTitan users store with this feature include:

• Membership type 

• Agreement period 

• Membership locations (single or multiple)

• Billing terms and schedule 

• Service frequency (e.g. quarterly, biannual, or annual maintenance plan)Revenue recognition (point of sale or deferred)

Since this information is archived in a central location, contractors do not need to sift through paper files or spreadsheets to find exactly what they’re looking for. The details are easy to edit and can be viewed from our desktop app by office staff or technicians in the field.  

Furthermore, membership tracking is seamlessly integrated with the software tools that our users rely on to schedule jobs, build proposals, send invoices, and collect payments. 

Leverage automation to schedule preventive maintenance visits on time

Once recurring service events are set up, they are automatically added to your schedule based on the defined dates and frequency. This saves office staff significant time from having to manually track and add these jobs to the schedule while reducing the chances of missing maintenance visits.

Office staff can view upcoming recurring service events by date range, and initiate individual jobs by contacting the customer to coordinate a time and book the job. At that point, the job will be assigned to a technician and automatically viewable on their schedule and through the dispatch board.

You can also create follow-up notifications for cases where you’re unable to contact a customer, they aren’t ready to book a job, or they no longer want the service. These offer HVAC contractors peace of mind and help to ensure that office staff doesn’t forget to follow up in these instances. 

If you’re scheduling a maintenance visit that’s not connected to a service agreement, our call booking workflow offers a suite of features that make this seamless, including:

• Providing CSRs with the names and customer histories of incoming callers.

• Guiding CSRs through an intuitive set of form fields and drop-down menus to ensure important information is captured on the first call.

• Allowing CSRs to efficiently schedule appointments from the same screen.

• Automatically adding scheduled jobs and job details to our sophisticated, yet easy-to-use dispatch board.

Efficiently send invoices and get paid faster

Drawing on the equipment, hourly rates, and other factors that go into an HVAC quote, ServiceTitan automatically populates invoices so that there’s no discrepancy between the estimate and the bill. 

HVAC contractors can choose to send invoices by email — with a link to allow clients to pay online — or have them e-signed on-site with a mobile device. 

Collecting payments is similarly painless. Homeowners and commercial clients alike can settle up through our customer portal, which allows them to save credit card information. Contractors are still free to take cash or checks, too. (As revenue flows in, our QuickBooks integration makes it easy to keep track..)   

Finally, ServiceTitan can help HVAC contractors overcome objections by providing near-instantaneous access to one of our financing partners. It takes just minutes on our mobile software for customers to apply and get approved, reducing cost obstacles that might otherwise reduce profitability.

ServiceTitan Streamlines Operations for Your HVAC Business

While PDF checklists are better than having no checklist at all, they simply can’t solve many of the business process challenges inherent in the surrounding workflows of executing HVAC work. 

Using a best-in-class HVAC industry software like ServiceTitan gives contractors the ability to build customizable forms and checklists that are seamlessly integrated with other vital business processes, and represents an incomparably superior way to address these and other challenges. 

In addition to simply optimizing the HVAC inspection process, our software offers additional features to facilitate other core business functions as well, including:

• Call booking

• Scheduling

• Dispatching

• Work orders

• Proposals

• Invoices

• Payments