Keeping Your Commercial System Running Efficiently

Maintaining a commercial HVAC system isn’t just about comfort—it’s about performance, safety, energy efficiency, and operational reliability. Whether you're managing a retail center, hospital, school, or office building, preventative HVAC maintenance is the key to reducing costly repairs, minimizing downtime, and extending the life of your equipment.

At Gilbert, we’ve provided HVAC expertise to commercial facilities across Edina, MN and the Greater Minneapolis Area for over four decades. Our preventative maintenance programs are built around industry best practices and a detailed HVAC checklist that ensures every component is inspected, tested, and optimized before small issues become major problems.

In this insight article, we’ll walk you through what a professional HVAC checklist for preventative maintenance should include, why it matters, and how it can save your business time, money, and stress.

Why Preventative HVAC Maintenance Matters

Commercial HVAC systems are complex networks of heating, cooling, ventilation, and control systems. Because they operate nearly year-round, wear and tear is inevitable. A routine maintenance plan ensures:

• Greater energy efficiency
  
  
• Reduced emergency repair costs
  
  
• Improved air quality
  
  
• Extended equipment lifespan
  
  
• Code compliance and system safety
  
  

According to the U.S. Department of Energy, proper maintenance can reduce HVAC energy use by 15–20%. In larger facilities, that translates to thousands of dollars in savings annually.

The HVAC Checklist for Preventative Maintenance

The exact maintenance plan should be tailored to your building type, equipment, usage patterns, and season. However, most comprehensive commercial programs will cover the following items:

1. Inspect Thermostats and Building Controls

• Verify proper calibration of thermostats
  
  
• Test programmable settings and zone controls
  
  
• Ensure occupancy sensors and timers are working
  
  
• Inspect Building Automation System (BAS) interfaces for alerts or overrides
  
  

2. Check and Replace Air Filters

• Inspect filters monthly
  
  
• Replace dirty or clogged filters to maintain airflow and air quality
  
  
• Use high-efficiency filters as required by building codes or industry standards (e.g., healthcare or cleanroom environments)
  
  

3. Examine Electrical Connections

• Tighten all wiring and electrical terminals
  
  
• Test voltage and current on motors and compressors
  
  
• Check safety switches, relays, and circuit breakers for proper operation
  
  

4. Inspect and Clean Coils

• Clean evaporator and condenser coils to improve heat transfer
  
  
• Inspect for corrosion, blockage, or biological growth
  
  
• Straighten coil fins as needed for optimal airflow
  
  

5. Check Refrigerant Levels and Lines

• Measure refrigerant charge and top off as needed
  
  
• Test for refrigerant leaks with specialized tools
  
  
• Inspect insulation on refrigerant lines
  
  

6. Test Blower Motors and Belts

• Inspect blower assembly and motor bearings
  
  
• Lubricate motor parts if applicable
  
  
• Check and adjust fan belts for wear and tension
  
  

7. Evaluate Airflow and Ventilation

• Test static pressure and airflow at vents and diffusers
  
  
• Inspect ductwork for leaks, obstructions, or loose connections
  
  
• Confirm adequate ventilation and fresh air intake per ASHRAE standards
  
  

8. Inspect Heating Components

• Test burners, ignition systems, and heat exchangers
  
  
• Clean combustion chambers and flue passages
  
  
• Examine gas or oil lines for signs of leaks or degradation
  
  

9. Inspect Cooling System

• Check chiller operation and fluid levels
  
  
• Test temperature differentials across evaporators and condensers
  
  
• Flush and treat chilled water systems to prevent scaling
  
  

10. Calibrate Sensors and Safety Devices

• Test carbon monoxide, smoke, and temperature sensors
  
  
• Verify operation of emergency shutdown controls
  
  
• Inspect and test safety valves and pressure relief devices
  
  

Seasonal Considerations for HVAC Maintenance

Different seasons place different demands on your HVAC system. Here’s how the checklist breaks down across the year:

Spring/Summer:

• Focus on cooling systems (chillers, RTUs, A/C units)
  
  
• Inspect and clean condensate drains and pans
  
  
• Test economizers and ventilation dampers
  
  

Fall/Winter:

• Inspect heating elements (boilers, furnaces, heat pumps)
  
  
• Confirm operation of defrost cycles in heat pumps
  
  
• Test humidification systems and insulation
  
  

Year-Round:

• Air filter changes
  
  
• Controls testing
  
  
• Ductwork inspection
  
  
• Airflow and ventilation adjustments
  
  

The Gilbert Advantage: Preventative Maintenance Done Right

Gilbert brings decades of HVAC expertise to every maintenance engagement. We work with facilities across healthcare, education, commercial, and industrial sectors to provide tailored solutions based on your building’s unique demands.

Our certified technicians use digital tools and diagnostic equipment to complete a thorough HVAC maintenance checklist every visit. We also provide digital reports, performance analytics, and recommendations for system upgrades or energy improvements.

With Gilbert, your maintenance plan includes:

• Scheduled inspections (quarterly, semi-annually, or custom)
  
  
• Emergency service access 24/7
  
  
• Detailed system health reporting
  
  
• Compliance support for ASHRAE, OSHA, and local codes
  
  
• Priority scheduling for repairs and replacements
  
  

Consequences of Skipping HVAC Maintenance

Neglecting preventative maintenance doesn’t just lead to minor inconveniences—it can result in major operational risks:

• System breakdowns that disrupt business operations
  
  
• Poor air quality that affects occupant health and productivity
  
  
• Higher energy bills due to inefficiencies
  
  
• Shortened equipment lifespan from unchecked wear
  
  
• Violation of safety and compliance standards
  
  

Routine maintenance is an investment in your facility’s resilience and efficiency.

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Build Your HVAC Maintenance Checklist with Gilbert

Every commercial building has different HVAC needs, but the goal is the same: to ensure uninterrupted performance, comfort, and cost control. A structured HVAC checklist for preventative maintenance is your first line of defense.

Whether you’re managing a newly built space or an aging mechanical system, Gilbert is here to help you customize a maintenance strategy that fits your building’s infrastructure, usage patterns, and compliance requirements.

Let our experts keep your HVAC system running smoothly, season after season.