When was the last time your air conditioning system had a proper check-up? Skipping regular maintenance can increase energy bills, lower indoor air quality, and lead to unexpected repairs.
Regular maintenance helps you save money, keep your building comfortable, and make sure your system performs during the toughest weather.
In this guide, you’ll get to learn all about commercial HVAC preventative maintenance tips that will keep your system reliable year-round.
Benefits of Regular HVAC Maintenance
Keeping up with commercial HVAC maintenance delivers measurable benefits for your building, your budget, and the people inside.
- Lower energy bills: Well-maintained HVAC components use less energy, which helps keep monthly costs under control.
- Fewer repairs: Routine care reduces wear on parts, helping you avoid unexpected system failures and unplanned repair expenses.
- Longer equipment life: Regular service keeps your HVAC unit and cooling components operating properly for years longer.
- Better indoor air quality: Cleaning and maintaining your system helps remove dust and allergens, creating a healthier space for everyone.
- Smaller carbon footprint: Heating, ventilation, and air systems account for roughly 40% of a building’s emissions. Regular maintenance can cut that by up to 30% while keeping your space comfortable.
- Reliable performance during peak seasons: A maintained system is ready to handle extreme heat or cold without interruptions to business operations.
These benefits give you more control over your building’s performance and help you create a more comfortable, cost-effective place to work.
Consequences of Neglecting Preventative Maintenance
When you skip regular service, your commercial HVAC system can become unreliable and expensive to operate.
You may see higher utility bills as clogged filters and worn motor bearings force your system to draw more energy. Components like the heat pump, rooftop units, and outdoor units are more likely to overheat and fail prematurely without timely checks.
Indoor conditions can also suffer. Dust and moisture buildup in your ventilation and air conditioning system creates an environment for mold and allergens. This leaves the space uncomfortable for employees and visitors.
Unexpected downtime during the heating season or summer can disrupt business operations when your system fails under heavy demand. These failures often result from skipped maintenance tasks like thermostat calibration, safety controls testing, or cleaning the outdoor unit.
Luckily, you can create a preventive maintenance plan to avoid these avoidable setbacks. Let’s see how.
How to Create a Preventive Maintenance Plan for HVAC Systems
A well-thought-out preventative maintenance plan keeps your HVAC reliable, lowers operating costs, and extends the life of your equipment. Follow this HVAC preventative maintenance checklist to keep your commercial building comfortable and operational.
Inspect and Replace Air Filters
Filters are the first line of defense for your HVAC. When they get clogged, airflow slows, the system works harder, and energy bills climb. Dirty filters also push dust and allergens into the air, making your building less comfortable.
Check your filters every month and replace them every one to three months, depending on how dusty your environment is. This simple habit helps improve indoor air quality, reduces energy consumption, and protects your system from unnecessary strain.
Inspect and Clean Condenser and Evaporator Coils
Your system relies on clean coils to transfer heat effectively. Dirt and debris on these surfaces force the equipment to run longer, wasting energy and wearing down components faster.
Plan to clean the condenser and evaporator coils at least once a year. If your commercial building is exposed to heavy dust or pollutants, clean it more often. This keeps your HVAC system operating at peak efficiency and avoids premature wear.
Check and Adjust Thermostat Settings
Your thermostat directly controls how much your system runs. If it’s out of calibration, your HVAC may overwork or fail to maintain the right temperature.
Inspect your thermostat seasonally and adjust settings as needed. If possible, use a programmable model to lower energy consumption during unoccupied hours and keep the system aligned with actual use.
Inspect and Clean Drainage Systems
Clogged drain lines and full pans lead to water damage, mold, and bad odors. These issues hurt indoor air quality and add repair costs.
Flush drainage lines and clear pans during routine inspections. Keeping these components clean ensures water flows where it should and prevents mold from spreading through the building.
Inspect Refrigerant Levels
When refrigerant levels drop, your system loses cooling power and risks damaging the compressor. This kind of issue can be expensive to fix.
Check refrigerant levels before the cooling season. If levels are low, find and fix leaks before refilling. Keeping refrigerant in check helps your air conditioner run reliably and keeps energy use under control.
Lubricate Moving Parts and Inspect Belts and Bearings
Dry bearings and cracked belts increase friction and force your system to work harder. This shortens system lifespan and raises your utility bills.
Lubricate motors, fans, and motor bearings as part of seasonal HVAC maintenance. Inspect belts and seals while you’re at it. Replace anything worn to keep your HVAC equipment running without interruptions.
Tighten Electrical Connections
Loose wiring is a hidden problem that can cause overheating, shorts, or even fires in extreme cases. It also makes your system less efficient by overloading circuits.
As for the electrical system maintenance here, check and tighten all electrical connections at least once a year. Fixing these small issues early keeps your system safe and supports cost savings over time.
Establish a Routine
Your plan only works if it’s followed consistently. Create a maintenance schedule that divides tasks into monthly, quarterly, and annual checklists. Assign responsibilities and keep records of inspections and repairs.
Train your staff to watch for warning signs like weak airflow, loud noises, or uneven temperatures. This approach helps you fix small issues before they become major problems and protects your cost savings.
Plan for Seasonal Maintenance
Each season brings new demands on your system. Preparing in advance keeps your building comfortable when the weather changes.
In spring, focus on cooling by cleaning coils, checking refrigerant levels, and replacing filters. In fall, prepare heating systems by testing ignition components, lubricating moving parts, and checking for gas leaks.
Seasonal care protects your system’s lifespan and avoids emergency calls.
Get HVAC & Refrigeration Work Done With Trillium
Trillium is a nationwide leader in HVAC and refrigeration services, built to save you time, money, and hassle.
With no software fees, no long-term contracts, and no minimum order requirements, managing your HVAC solutions maintenance has never been more flexible or affordable.
Here’s what you can expect:
- Submit work orders 24/7: Request service when needed and receive prompt support for cooling systems, condenser coils, and more.
- Get fast, reliable service: Licensed professionals arrive ready to improve system performance and restore proper operation without unnecessary delays.
- Track progress effortlessly: Each job includes full oversight and quality checks to reduce worries about incomplete or missed tasks.
Prevent costly repairs with professional preventative maintenance and on-demand repairs for many commercial HVAC systems.
Unlike the other service providers, Trillium offers a transparent, cost-effective solution without hidden fees or unnecessary markups. Order services only when needed, and keep your operations running smoothly.
Book a free demo today to see how Trillium helps keep your commercial space easier to manage.
FAQs About Commercial HVAC Preventative Maintenance
How often should a commercial HVAC be serviced?
You should schedule regular commercial HVAC maintenance at least twice a year, ideally before summer and winter. Servicing the system regularly improves energy efficiency and keeps the building comfortable during peak seasons.
How much does preventive maintenance cost for commercial HVAC?
Annual costs to perform preventative maintenance range from $500 to $2,000 per unit. Systems with variable refrigerant flow may cost more. Routine care lowers increased energy consumption and extends system life.
What is the preventive maintenance of HVAC systems?
Preventive maintenance is a planned schedule of tasks to keep the system in good shape and avoid breakdowns. It includes cleaning air filters, inspecting belts, lubricating parts, checking controls, and ensuring proper airflow. When you perform preventative maintenance, your system runs more efficiently and lasts longer.
What is the $5000 rule for HVAC?
The $5000 rule helps decide when to replace an HVAC system. Multiply its age by the repair cost. If the total is over $5,000, replacement often saves money. This is especially true if the system has high energy use or is near the end of its lifespan.
