HVAC Safety Checklist for Techs: Free PDF Download

In this post, we share a free HVAC safety checklist for technicians to use during HVAC inspections or maintenance visits. It includes the following sections:

• Personal protective equipment

• Pre-job safety

• Electrical safety

• Gas and chemical safety

• Equipment safety

• Emergency procedures

• Job completion

Below, we’ll provide a link to download the checklist and begin using it in your HVAC business.  

However, keep in mind that while this checklist is a useful reference for technicians on the job — PDF templates have some key limitations. 

For example:

• You can’t ensure they’re used for every job. Techs notoriously resist red tape, so static PDFs often simply won’t get used.

• PDFs don’t integrate with the other apps you use to run your business, so it’s easy to lose records from inspections.

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

So, in addition to sharing the free safety checklist below, we’ll also walk through how our HVAC contractor software, ServiceTitan, solves these challenges and more.

Do you want to see how ServiceTitan’s HVAC software can help you streamline operations and grow your business? Schedule a call for a free product tour.

HVAC Safety Checklist

At the top, there is a section to document general information for the job, including the date, technician name, job location, and job description.

Below, the checklist is categorized into the following sections:

Personal Protective Equipment (PPE)

Ensure all PPE is used following company policy and manufacturer recommendations.

• Safety glasses

• Gloves

• Ear protection

• Dust mask/respirator

• Safety shoes

• Hard hat

Pre-job Safety Checklist

• Review job orders for specific hazards.

• Inspect work area for tripping hazards.

• Ensure adequate lighting.

• Verify that all tools are in good condition.

• Check the accessibility of the fire extinguisher.

• Confirm that the first aid kit is accessible and stocked.

Electrical Safety

• Ensure power is disconnected before starting work.

• Use appropriate lockout/tagout procedures.

• Inspect electrical cords and tools for damage.

• Test for live wires using a non-contact voltage tester.

Gas and Chemical Safety

• Check for gas leaks using a gas detector.

• Ensure proper ventilation in the work area.

• Use refrigerant-handling equipment according to EPA guidelines.

• Store chemicals and gasses according to the manufacturer's instructions.

Equipment Safety Inspection

• HVAC unit

• Thermostat

• Air filters

• Ductwork

• Condensate drain

• Refrigerant lines

Emergency Procedures

• Electrical Shock: Do not touch the person. Disconnect the power source if possible, and call emergency services.

• Gas Leak: Evacuate the area immediately. Do not use electrical switches or open flames. Call the gas company from a safe distance.

• Fire: Use a fire extinguisher if safe to do so. Evacuate the area and call emergency services.

• Chemical Spill: Use appropriate PPE and clean-up materials. Refer to the Safety Data Sheet (SDS) for specific handling instructions.

Job Completion Checklist

• Clean the work area and remove all debris.

• Inspect installation or repair area.

• Test HVAC system operation.

• Review job completion with the homeowner.

• Provide maintenance and safety tips to the homeowner.

A final section requires technicians to sign and certify that they’ve followed all safety protocols outlined in the checklist during the job visit. 

If followed, filling out this HVAC safety checklist can help ensure techs follow essential safety protocols during inspections and maintenance visits. However, as we mentioned above, PDF or paper checklists have key limitations when it comes to:

• Ensuring these checklists are filled out on every job.

• Storing and organizing inspection data.

• Sharing about safety issues between field and office staff.

Below, we’ll discuss how HVAC software like ServiceTitan can help contractors address these challenges.

Streamline HVAC Maintenance for Technicians: Safety Protocols, Inspection Checklists, Estimates, and More

Ensure the Proper Forms and Checklists Are Completed for Every Job

ServiceTitan’s HVAC software allows contractors to create customized forms — including safety checklists and HVAC maintenance 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, enabling business owners and staff to save time and reduce mistakes. 

Because ServiceTitan saves all entered data on the cloud, retrieving forms and customer information is both quick and straightforward.

Forms can be built from scratch. But our users also enjoy access to a wide variety of 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. 

Safety checklists are a great use case for this. For example, if a tech is performing a tune-up on an air conditioning system, they can be required to complete your HVAC safety checklist before they’re able to mark the job as complete. 

Or, if they’re installing a new air conditioner, they can be required to complete an AC 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 also add or subtract from checklists to perfectly match their needs and preferences. For example, any of the following could be added to an HVAC inspection checklist to ensure that technicians make thorough assessments:

• Condensers

• Heat pumps

• Indoor air quality

• Proper airflow

• Blower/blower motor

• Carbon monoxide levels

• Heat exchangers

• Drain lines

• Flue system

• Compressor

• Drain pan

• Evaporator coil

• Electrical connections / electrical components

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 and 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 in the course of a regular 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

Oftentimes, HVAC maintenance checklists are used in the context of HVAC memberships or 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 the following:

• 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 regular 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 of.)   

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.

Get a ServiceTitan Demo to See These Features in Action

Using best-in-class HVAC service software such as ServiceTitan empowers contractors to improve efficiency and grow their revenue.

In addition to optimizing HVAC safety protocols and maintenance tasks, our software offers additional features to facilitate other core business functions as well, including:

• Call booking

• Scheduling

• Dispatching

• Work orders

• Proposals

• Invoices

• Payments

• Real-time reports

Want to see for yourself how ServiceTitan’s HVAC software can help you streamline operations and grow your business? Schedule a call for a free product tour.