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HVAC inspection checklist for installations

An HVAC installation checklist for the inspection of a new or replaced heating, ventilation and air conditioning system before handover, filled in on a phone. Add each location (roof, plant room, floor), then each unit in it: scan the data plate, check it against the design and submittals, then check clearances, mounting, condensate, refrigerant lines, isolation and flue. Then the ductwork, dampers and controls, start-up readings against the maker's or designer's values, and the handover pack. For service visits use the HVAC maintenance checklist; for refrigerant tests, evacuation and charge use the air conditioning commissioning checklist.

For mechanical contractors, HVAC installers, project and site managers, clerks of works and owners' representatives checking an HVAC installation before it is handed over.

The form works in the US, the UK and elsewhere: choose where the job is and it shows the EPA Section 608 or F gas certification fields and the matching notes.

  • Locations as spaces and units as items, each with a data plate scan, photos and 10 installation checks
  • Ductwork, dampers, grilles, filters and controls in 12 checks
  • Start-up readings with your own expected values from the maker or the design, and a within or outside result
  • Handover checks: commissioning record, O&M manuals, warranty, as-built drawings and training
  • Counts of checks needing action, actions with owners and dates, and two signatures
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What should an HVAC inspection checklist include for a new installation?

An HVAC installation inspection is useful when each unit is tied to the design: its tag, data plate, the schedule or submittal it should match, and a photo of it in place. Checks on clearances, condensate, refrigerant lines, isolation and flue then mean something, and start-up readings recorded against the maker's or designer's values show what the system did on the day.

Last updated . Facts checked by the SiteSurvey team on 27 October 2026 against City of Tampa, Offline Field Report Checklist: HVAC System Replacement, North Carolina Office of State Fire Marshal, Residential Changeout Inspection Performance Log, 40 CFR 82.161, Technician certification (eCFR), U.S. EPA, Section 608 Technician Certification Requirements, GOV.UK, Qualifications to work with F gas, GOV.UK, Company certification to work with F gas, Building Regulations 2010, regulation 40 (legislation.gov.uk) and Building Regulations 2010, regulation 44 (legislation.gov.uk).

How to inspect an HVAC installation

Do it once the installer says the system is complete and started, with the drawings, schedules and maker's instructions to hand.

  1. Set up the inspection

    Enter the site, the installer, the drawings and submittals you are checking against, and where the job is. Record the technician's EPA Section 608 or F gas certificate.

  2. Inspect each unit

    Add each location and the units in it. Scan the data plate, photograph the unit and its surroundings, and work through the checks: design match, clearances, mounting, condensate, refrigerant lines and caps, isolation, flue and labels.

  3. Check distribution and controls

    Walk the ductwork: supports, joints, insulation, flexible runs, dampers and access panels, grilles, filters, outside air openings, thermostats and controls in each mode.

  4. Record start-up readings

    For each reading, enter the measured value and the expected values from the maker's data or the design. The form marks it within or outside the values you entered.

  5. Hand over

    Check the commissioning record, manuals, warranty, drawings and training, give each defect an owner and a date, choose the decision and sign with the installer.

What makes an HVAC installation inspection useful

Each unit: data plate, design reference and the ten installation checks

Roof, CU-1: multi-split outdoor unit, matches schedule M-601, R-32 per the data plate, clearances and mounting acceptable, caps fitted. Level 3, WU-3.04 in the comms room: condensate pump discharge not connected, water running down the wall onto the comms cabinet during the cooling run. Action: connect to the riser drain and re-check before handover.

Fictional example. Record the actual evidence and approved arrangements for your job.

A common recording mistake

Signing off from the plant room without running every unit in cooling and heating, so a missing condensate connection or a reversed sensor only shows up after the client moves in.

What happens next

Fix each action, photograph the fix, re-inspect the units concerned and hand over with the commissioning record, manuals and warranty documents.

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Every question in the HVAC inspection checklist template

An HVAC installation inspection for a new or replaced system before handover: each unit by location with its data plate, a check against the design and submittals, clearances, condensate, refrigerant lines, isolation and flue, then ductwork, dampers and controls, start-up readings against the maker's or designer's values, handover documents, actions and sign-off. 6 sections and 139 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.

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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 address: the site address, from the space or the project
  • Client or owner: the project's customer

Inspection details

Fill in before you walk the installation.

  • ProjectShort answer

    Filled in from the project in SiteSurvey.

    Fills in from the project name
  • Site addressShort answer
    Fills in from the site address, from the space or the project
  • Client or ownerShort answer
    Fills in from the project's customer
  • Location (GPS)Short answer
  • Inspection date*Date
  • Inspected by*Short answer
  • Building, floor or areaShort answer
  • Where is the job?*Choose one

    Sets which notes you see. The local code and the building control body decide what is inspected.

    • US: building department permit
    • US: no permit needed for this work
    • England
    • Wales
    • Scotland or Northern Ireland
    • Other country
  • Permit or building control referenceShort answer
  • Type of job*Choose one
    • New system
    • Replacement of existing equipment
    • Extension or alteration of a system
  • Type of inspectionChoose one
    • Before handover
    • Before the building department or building control inspection
    • Re-inspection after defects were fixed
    • Owner or quality audit
  • Installing contractorShort answer
  • Lead technician or engineerShort answer
  • Drawings, schedules and submittals inspected againstShort answer

    For example M-101 rev D, equipment schedule M-601, approved submittals.

  • Technician's EPA Section 608 certification (type and number)Short answer
    Shown only when the answers above make it relevant
  • GuidanceEPA rules (40 CFR 82.161) require anyone who could reasonably be expected to open the refrigerant circuit while maintaining, servicing, repairing or disposing of equipment to pass an EPA-approved Section 608 certification exam (Type I, II, III or Universal). Apprentices are exempt only while closely and continually supervised by a certified technician.
    Shown only when the answers above make it relevant
  • Engineer's F gas certificate (category and number)Short answer
    Shown only when the answers above make it relevant
  • Company F gas certificate numberShort answer
    Shown only when the answers above make it relevant
  • GuidanceGOV.UK guidance: engineers need their own F gas qualification to install, service, leak check or recover refrigerant from refrigeration, air conditioning and heat pump systems, and a company working on equipment operated by others must be certified by an approved body (renewed every 3 years).
    Shown only when the answers above make it relevant
  • CheckThis is an installation inspection record. It is not a building department or building control approval, a commissioning certificate or an F gas record. Clearances, drain sizes, insulation, airflow and refrigerant values come from the maker's instructions and the design.
  • Walk Cam: installation walk-roundWalk Cam video with voice-to-text

    Optional. Film a guided walk-round on the SiteSurvey app.

  • Weather on siteAnswer

Equipment by location

  • GuidanceAdd each location (roof, plant room, floor), then each unit in it. Scan the data plate and photograph the unit with its surroundings.
  • GuidanceSome building departments ask for this evidence as photos. For example, the City of Tampa's HVAC replacement checklist asks for photos of the data plates, clearances, anchors, refrigerant locking caps, disconnect, condensate trap and termination, and the auxiliary drain or float switch where fitted.
    Shown only when the answers above make it relevant
  • Locations
    Repeat for each location. Each one asks:
    • Location*Short answer

      For example Roof, Plant room 1, Level 2 ceiling void.

    • Type of locationChoose one
      • Roof
      • Plant room
      • Floor or ceiling void
      • Outside at ground level
      • Attic or loft
      • Basement or crawl space
      • Other
    • Where is it?Short answer
    • Safe permanent access to the equipment (ladder, walkway, edge protection where needed)?Yes or No
    • What is missingNotes
      Shown when “Safe permanent access to the equipment (ladder, walkway, edge protection where needed)?” is No
    • Units in this location
      Repeat for each unit. Each one asks:
      • Unit tag*Short answer

        As on the drawings, for example RTU-1, AHU-2, FCU-3.01.

      • Type of unitChoose one
        • Packaged rooftop unit (RTU)
        • Split system condensing unit or heat pump (outdoor)
        • Air handler or fan coil (indoor)
        • Furnace
        • Ductless mini-split or VRF indoor unit
        • VRF or multi-split outdoor unit
        • Air handling unit (AHU)
        • Energy or heat recovery ventilator
        • Boiler or water heater serving the HVAC system
        • Exhaust or supply fan
        • Thermostat or controller
        • Other
      • Data plateScan a label: make, model, serial number, refrigerant, factory charge, voltage and phase, mca or rated current, max fuse or breaker

        Optional. Scan the data plate or label to capture the numbers.

      • Make and modelShort answer
      • Serial numberShort answer
      • Design or submittal referenceShort answer

        For example equipment schedule M-601, submittal 23 81 26-02.

      • New unit (not existing equipment kept)?Yes or No
      • Fuel-burning unit (gas or oil)?Yes or No
      • Refrigerant and charge on the labelShort answer

        As printed on the data plate, for example R-454B, 4.1 kg.

      • Photos: unit, data plate and surroundingsPhotos
      • Make, model and capacity match the design and approved submittalsChoose one

        Compare the data plate with the equipment schedule and submittal. Note any substitution and who approved it.

        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • Clearances and service access as the maker's instructions requireChoose one

        Keep the installation instructions on site and check the clearances and access panels they give.

        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • Mounting: level, secured, anchored or on supports, vibration isolation fittedChoose one
        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • Condensate: trap, fall, cleanout and termination as designedChoose one

        Pour water in the pan where you can and watch it drain to the termination.

        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • Auxiliary drain pan or float switch fitted where the design or maker requires oneChoose one
        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • Refrigerant lines: insulated, supported, protected and sealed where they pass through the buildingChoose one
        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • Refrigerant access port caps fitted (locking caps outdoors where the local code requires them)Choose one
        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • Electrical: local isolator or disconnect fitted, breaker size matches the data plate, cables protectedChoose one
        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • Flue or vent, gas connection and combustion air as the maker's instructions requireChoose one

        Fuel-burning units only. Mark Not applicable for others.

        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • Unit labelled with its tag and what it servesChoose one
        • Acceptable
        • Action needed
        • Not checked
        • Not applicable
      • What needs doing, or why not checkedNotes
        Shown only when the answers above make it relevant
      • This unit: checks needing actionWorked out by the form
      • Not checkedWorked out by the form
      • Photos of what needs actionPhotos
        Shown only when the answers above make it relevant
    • This location: unitsWorked out by the form
    • Checks needing actionWorked out by the form
    • Not checkedWorked out by the form
  • Units inspectedWorked out by the form
  • Unit checks needing actionWorked out by the form
  • Not checkedWorked out by the form

Ductwork, dampers and controls

  • Ductwork supported, with hangers as the design or specification requiresChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Duct joints and seams sealed, connections to units fastenedChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Duct insulation where the design requires it, no gaps or damageChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Flexible duct runs short, not kinked or crushed, supportedChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Volume dampers fitted and accessible; fire and smoke dampers have access panelsChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Grilles, registers and diffusers fitted, set and cleanChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Filters fitted, correct size, and access to change themChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Outside air and exhaust openings: screens fitted, clear of obstructionsChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Thermostats or sensors in the locations on the drawingsChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Controls wired, set up and working in each mode (heat, cool, fan, schedule)Choose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Penetrations through fire-rated walls and floors sealed with the specified systemChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Construction dust and debris removed from units and ductworkChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Checks needing actionWorked out by the form
  • Not checkedWorked out by the form
  • Photos of the ductwork, dampers and controlsPhotos

Start-up readings

  • GuidanceEnter each reading with the expected values from the maker's data or the design. The form does not supply expected values.
  • Was each unit started up and run in every mode?*Yes or No
  • Why not, and when it will be doneNotes
    Shown when “Was each unit started up and run in every mode?” is No
  • Readings
    Repeat for each reading. Each one asks:
    • Unit tag*Short answer
    • Reading*Short answer

      For example supply air temperature, external static pressure, running current.

    • Measured*Number
    • UnitsShort answer

      For example °F, in. w.c., A, V.

    • Expected lowestNumber

      From the maker's data or the design. Leave blank if there is no lower limit.

    • Expected highestNumber

      From the maker's data or the design. Leave blank if there is no upper limit.

    • Where the expected values come fromShort answer

      For example installation manual table 5, design schedule M-601.

    • Against the expected valuesWorked out by the form
    • What was done about itNotes
      Shown when “Against the expected values” is “Outside the expected values”
  • Readings takenWorked out by the form
  • Outside the expected valuesWorked out by the form
  • No expected value enteredWorked out by the form
  • Photos of the instruments and readingsPhotos

Labelling and handover

  • Commissioning or start-up record completed by the installer and attachedChoose one

    For refrigerant systems this includes the pressure test, evacuation and charge. The air conditioning commissioning record covers those.

    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Test and balance (airflow) report, where the design calls for oneChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Operation and maintenance manuals handed overChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Warranty registration done or documents handed overChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • As-built drawings and control settings handed overChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Owner or facilities staff shown how to run the system and change filtersChoose one
    • Acceptable
    • Action needed
    • Not checked
    • Not applicable
  • What needs doing, or why not checkedNotes
    Shown only when the answers above make it relevant
  • Handover items needing actionWorked out by the form
  • Not checkedWorked out by the form
  • Documents handed overTick all that apply
    • Commissioning or start-up record
    • Test and balance report
    • O&M manuals
    • Warranty documents
    • As-built drawings
    • Control settings and schedules
    • AHRI certificate, where the building department asks for one
    • F gas records for the new equipment
    • Building regulations commissioning notice
  • Information about the system and its maintenance given to the owner?Yes or No
    Shown only when the answers above make it relevant
  • CheckBuilding Regulations 2010 regulation 40 (England and Wales): where Part L applies, the person carrying out the work must give the owner enough information about the fixed building services and their maintenance, not later than five days after the work is completed.
    Shown only when the answers above make it relevant
  • Commissioning notice given to building control?Yes or No
    Shown when “Where is the job?” is “England”
  • CheckBuilding Regulations 2010 regulation 44 (England): where it applies, the person carrying out the work gives building control a notice confirming that the fixed building services have been commissioned to a procedure approved by the Secretary of State.
    Shown when “Where is the job?” is “England” and “Commissioning notice given to building control?” is No
  • Photo of the handover packPhotos

Result, actions and sign-off

  • Items needing actionWorked out by the form
  • ResultWorked out by the form
  • Actions
    Repeat for each action. Each one asks:
    • Action*Notes
    • PriorityChoose one
      • Safety: fix now
      • Before start-up
      • Before handover
      • After handover, as agreed
    • Who will do it*Short answer
    • Due byDate
    • Status*Choose one
      • Open
      • In progress
      • Done, checked
    • Photo when donePhotos
      Shown when “Status” is “Done, checked”
  • Actions still openWorked out by the form
  • Decision*Choose one
    • Ready for handover
    • Hand over once the listed actions are done
    • Not ready: re-inspect
  • Next check or re-inspection dateDate
  • Summary for the clientNotes
  • Inspector nameShort answer
  • Inspector signature*Signature
  • Installing contractor nameShort answer
  • Installing contractor signatureSignature

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A completed HVAC inspection checklist 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.

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HVAC inspection checklist FAQs

What does a building department look at on an HVAC replacement?

It depends on the jurisdiction. As one example, the City of Tampa's HVAC system replacement checklist asks for photos of the condensing unit's data plate, clearances, anchors, pad, refrigerant locking caps, line set cover and disconnect, the air handler's access, data plate and filter, the condensate trap, termination and float switches, the duct connections and the breakers. North Carolina's changeout log lists code sections for access, clearances, venting, ducts, combustion air and condensate. The form has a check for each of these.

Sources: City of Tampa, Offline Field Report Checklist: HVAC System Replacement and North Carolina Office of State Fire Marshal, Residential Changeout Inspection Performance Log.

Does the HVAC technician need EPA certification?

In the US, EPA rules (40 CFR 82.161) require anyone who could reasonably be expected to open the refrigerant circuit while maintaining, servicing, repairing or disposing of equipment to pass an EPA-approved Section 608 exam: Type I, II, III or Universal, depending on the equipment. EPA says the credentials do not expire. Apprentices are exempt while closely and continually supervised by a certified technician. The form records the technician's certification type and number.

Sources: 40 CFR 82.161, Technician certification (eCFR) and U.S. EPA, Section 608 Technician Certification Requirements.

Who can install air conditioning in the UK?

GOV.UK guidance says engineers need their own F gas qualification to install, service, leak check or recover refrigerant on refrigeration, air conditioning and heat pump systems, and a company working on equipment operated by others must be certified by an approved body, renewed every 3 years. The form records both certificate numbers when the job is in the UK.

Sources: GOV.UK, Qualifications to work with F gas and GOV.UK, Company certification to work with F gas.

Is this an HVAC commissioning checklist?

Partly. It checks that the system was started and run in every mode, records the start-up readings against expected values you enter, and checks that the installer's commissioning record, test and balance report and handover documents exist. It does not replace the installer's refrigerant commissioning record (pressure test, evacuation and charge), which the air conditioning commissioning checklist covers, or a test and balance report.

What must be handed over after HVAC work in England?

Where Part L applies, Building Regulations 2010 regulation 40 requires the person carrying out the work to give the owner enough information about the fixed building services and their maintenance, not later than five days after completion. Under regulation 44, where it applies, building control is given a notice confirming the services were commissioned to an approved procedure. The form asks about both when the job is in England.

Sources: Building Regulations 2010, regulation 40 (legislation.gov.uk) and Building Regulations 2010, regulation 44 (legislation.gov.uk).

Does the form tell me the right clearances, airflow or refrigerant charge?

No. Those come from the maker's installation instructions and the design, and they differ by unit and by code edition. Each reading has fields for the expected lowest and highest values and where they come from, so the record shows what you checked against. The form is an inspection record, not an approval or a commissioning certificate.

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