Form library · Facilities and maintenance
Fan coil unit maintenance checklist
For maintenance technicians recording fan-coil service work. Record equipment and scope, service preparation and service checks. Try the form below, see every question or download a blank PDF or Word copy.
Ready to use from the form library, and every question is yours to edit. Trial from £1, cancel any time.
Try it on your phone
Try it on this phone
Fill in the fan coil maintenance visit on your phone now
See how the fan coil maintenance visit looks on your phone
Scan the code with your phone camera. It opens the real form, no sign-up needed.
Open the live example and fill it in, just as your team would on site. No sign-up needed.
See it on this phoneEvery question is editable. Add this form to your account, then change the wording, add or remove questions and options, and make it fit your own jobs.
How should fan coil maintenance be planned?
HSE guidance calls for safe maintenance by competent people, using suitable isolation and equipment information. Follow the installed unit instructions and site procedure when deciding service tasks.
Last updated . Facts checked by the SiteSurvey team on 6 October 2026 against HSE maintenance of work equipment and HSE electrical maintenance safety.
Try the fan coil maintenance visit form live
Answer a few questions and watch it adapt. Your answers are not saved, and any photos you add are deleted within the hour.
This is the real form as your team would use it: questions appear as you answer, scores work themselves out and you can add photos and signatures. No sign-up needed.
Want to see one filled in? See a completed fan coil maintenance visit report (PDF), made by SiteSurvey from a fictional site visit.
Fill it in on a phone or tablet
Your team completes the fan coil maintenance visit on site in the SiteSurvey app on iPhone, iPad and Android phones and tablets. The project name and address fill in for them, it works without signal, and it syncs when the device is back online with photos kept against the question they answer.
Customers and subcontractors do not need the app: send them a link and they can fill it in from any browser.
Every question in the fan coil maintenance visit template
A fan coil maintenance record covering unit identity, isolation, filters, coil and condensate observations, controls, service work and handover evidence. 6 sections and 45 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
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 authorised fan coil maintenance, not refrigeration circuit certification, electrical installation testing or proof of indoor air quality.
- CheckHSE guidance calls for safe maintenance by competent people, using suitable isolation and equipment information. Follow the installed unit instructions and site procedure when deciding service tasks.
Equipment and scope
- Fan coil unit ID, model and location*Short answer
- Scan the data plateScan a label: serial number, model number, asset number
Optional. Scan the label or data plate to capture the serial and other numbers.
- Competent person and authorisation*Short answer
- Manufacturer or approved procedure reference*Short answer
- Work or inspection scope and exclusions*Notes
Service preparation
- Unit type and served zone*Short answer
- Isolation and safe access verification*Short answer
- Reported faults and previous workShort answer
Record the reported symptom, affected area and conditions under which it occurs. Separate the report from the technician's findings.
Service checks
- Filter condition and replacement recorded*Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- Action, limitation or reason not applicable*NotesShown only when the answers above make it relevant
- Accessible coil and fan condition 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
- Condensate tray and drain checked under procedure*Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- Action, limitation or reason not applicable*NotesShown only when the answers above make it relevant
- Visible pipework, valves and insulation 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
- Controls and operation checked after safe restoration*Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- Action, limitation or reason not applicable*NotesShown only when the answers above make it relevant
- Cleaning, parts and adjustments recordedShort answer
- MeasurementRepeat for each measurement. Each one asks:
- Measurement point and parameter*Short answer
- Actual result and unit*Short answer
- Acceptance criterion and source*Short answer
- Instrument and calibration referenceShort answer
- Comparison*Choose one
- Within criterion
- Outside criterion
- Unable to assess
- Exception and response*NotesShown only when the answers above make it relevant
Handover
- Use decision*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
- Repair or follow-up job referenceShort answer
- Condition and defect evidencePhotos
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 authorised fan coil maintenance, not refrigeration circuit certification, electrical installation testing or proof of indoor air quality.
What a useful entry looks like
Reported faults and previous work
Record the reported symptom, affected area and conditions under which it occurs. Separate the report from the technician's findings.
Occupants report intermittent noise from FCU-12 during morning start-up. The reported conditions are recorded before the service findings and test results.
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 fan coil maintenance visit 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.
Fan Coil Maintenance Visit FAQs
How should I record “Reported faults and previous work”?
Record the reported symptom, affected area and conditions under which it occurs. Separate the report from the technician's findings.
Does this require opening a refrigerant circuit?
No. Work beyond the authorised scope must be referred to appropriately qualified personnel.
Are airflow or temperature limits supplied?
No. Enter the equipment or project criteria and actual readings where required.
What if the condensate drain cannot be checked?
Record Not checked, the limitation and the follow-up action.
What are the limits of this template?
This records authorised fan coil maintenance, not refrigeration circuit certification, electrical installation testing or proof of indoor air quality.
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.
Related
Related templates
Templates that go with the fan coil maintenance visit form
A chiller maintenance record with equipment details, water circuit and refrigerant observations, operating readings, service work and handback limits.
An AHU maintenance record covering filters, fans, belts, coils, dampers, condensate, controls, operating readings and the condition at handback.
A cold room maintenance record covering room condition, escape arrangements, approved operational checks, temperatures, defects and service handover.
Use this fan coil maintenance visit form with your team
Add it from the form library in one click, change any question, and every completed form becomes a branded PDF report.
Start your trial →