Form library · Facilities and maintenance
AHU maintenance checklist
For maintenance teams recording AHU service work. Record equipment and work, configuration and AHU checks. Try the form below, see every question or download a blank PDF or Word copy.
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How should AHU maintenance be planned?
HSE advises competent maintenance using manufacturer information and appropriate inspections. Plan safe access and isolation around moving parts and other hazards.
Last updated . Facts checked by the SiteSurvey team on 6 October 2026 against HSE maintenance of work equipment and HSE inspection of work equipment.
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Every question in the air handling unit maintenance template
An AHU maintenance record covering filters, fans, belts, coils, dampers, condensate, controls, operating readings and the condition at handback. 6 sections and 47 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.
Make it your own: every question is editable
This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.
Details you only enter once
Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.
- Project: the project name
- Site or premises address: the site address, from the space or the project
- Client or organisation: the project's customer
- Manufacturer, model and serial number: the product's model
Record details and scope
- ProjectShort answer
Filled in from the project in SiteSurvey.
Fills in from the project name - Site or premises addressShort answerFills in from the site address, from the space or the project
- Client or organisationShort answerFills in from the project's customer
- Record date*Date
- Person completing the record*Short answer
- CheckThis records AHU servicing. It does not certify indoor air quality, fire damper performance, ventilation design or legionella control.
- CheckHSE advises competent maintenance using manufacturer information and appropriate inspections. Plan safe access and isolation around moving parts and other hazards.
Equipment and work
- Air handling unit asset ID and location*Short answer
- Manufacturer, model and serial number*Short answerFills in from the product's model
- Maintenance procedure and revision*Short answer
- Technician and competence reference*Short answer
- Planned work and exclusions*Notes
- Safe isolation or permit reference*Short answer
Configuration
- Areas served and AHU configuration*Short answer
- Filter grades and replacement specificationShort answer
Record the installed filter specification and its source, rather than only saying that a filter was changed.
- Control strategy and design airflow referenceShort answer
- Operating hours and reported issuesShort answer
AHU checks
- Filters, seals and differential pressure checked*Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- Action, limitation or reason not applicable*NotesShown only when the answers above make it relevant
- Fan, drive and guards checked*Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- Action, limitation or reason not applicable*NotesShown only when the answers above make it relevant
- Coils and condensate tray or drain checked*Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- Action, limitation or reason not applicable*NotesShown only when the answers above make it relevant
- Dampers and actuators checked within service scope*Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- Action, limitation or reason not applicable*NotesShown only when the answers above make it relevant
- Access doors, seals and internal cleanliness checked*Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- Action, limitation or reason not applicable*NotesShown only when the answers above make it relevant
- Measured valueRepeat for each measured value. Each one asks:
- Measurement point and parameter*Short answer
- Actual value and unit*Short answer
- Acceptance range and source*Short answer
- Instrument ID and calibration referenceShort answer
- Assessment*Choose one
- Within criterion
- Outside criterion
- Unable to assess
- Response to exception*NotesShown only when the answers above make it relevant
Work and handback
- Work performed and parts usedNotes
- Post-work tests and evidenceNotes
- Equipment handback*Choose one
- Available within recorded limits
- Restricted use
- Out of service
- Restrictions, isolation and person informed*NotesShown only when the answers above make it relevant
- Condition and work evidence photosPhotos
Actions and review
- Are further actions required?*Choose one
- Yes
- No
- Further actionRepeat for each further action. Each one asks:Shown when “Are further actions required?” is “Yes”
- Action and evidence reference*Notes
- Person responsible*Short answer
- Target dateDate
- Action status*Choose one
- Open
- In progress
- Completed
- Completion evidence*NotesShown when “Action status” is “Completed”
- Outstanding limitations and information to pass onNotes
- Record status*Choose one
- Ready for review
- Further work needed
- Work or use stopped
- Reviewed byShort answer
- Review dateDate
- Author signature*Signature
- CheckSigning records the information entered. It does not itself certify legal compliance, remove a limitation or authorise unsafe work.
Scope and responsibility
This records AHU servicing. It does not certify indoor air quality, fire damper performance, ventilation design or legionella control.
What a useful entry looks like
Filter grades and replacement specification
Record the installed filter specification and its source, rather than only saying that a filter was changed.
Replacement filter specification recorded against AHU-03 and maintenance instruction MI-11. Installed item label photographed for the service record.
Fictional example of record wording. Use the actual evidence and approved arrangements for your job; this is not a completed report or an instruction to carry out the work.
See it filled in
A completed air handling unit maintenance report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.
Air Handling Unit Maintenance FAQs
How should I record “Filter grades and replacement specification”?
Record the installed filter specification and its source, rather than only saying that a filter was changed.
Are filter intervals fixed?
No. Use the manufacturer information, operating conditions and maintenance plan, recording the basis for replacement.
Does this include fire damper certification?
No. Refer specialist fire damper inspection and test records separately.
How does this differ from the HVAC form?
It records the AHU configuration, filters, air path, condensate and unit-specific measurements.
What are the limits of this template?
This records AHU servicing. It does not certify indoor air quality, fire damper performance, ventilation design or legionella control.
Can I complete this form on site and share the record?
In the SiteSurvey app the form works offline, with photos and signatures recorded against the questions. Share the completed record as a PDF or a link. Dates and action owners are recorded fields; this form does not send reminders or update other systems.
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Templates that go with the air handling unit maintenance form
A chiller maintenance record with equipment details, water circuit and refrigerant observations, operating readings, service work and handback limits.
A fan coil maintenance record covering unit identity, isolation, filters, coil and condensate observations, controls, service work and handover evidence.
A cold room maintenance record covering room condition, escape arrangements, approved operational checks, temperatures, defects and service handover.
Record ventilation terminal design flows, measured readings, test conditions and outstanding work against project criteria.
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