Property Maintenance SOP Example

Annual HVAC Preventive Maintenance — Commercial Unit

Full PM service for rooftop or split system including coil cleaning, filter change, and documentation.

1. Pre-service documentation & safetyDocument unit nameplate data (model, serial, refrigerant type, charge weight) before any work begins. Photograph unit condition on arrival — note any visible damage, rust, or prior service issues. Tag out electrical disconnect at the unit. Confirm disconnect is locked out before opening any electrical access panels. Verify refrigerant type matches manifold gauge set configuration.
2. Filter replacement & air system inspectionRemove and replace all filters with specified MERV rating. Photograph old filter condition — heavy loading or visible mold should be noted in PM report. Inspect return air plenum for duct leakage, damaged insulation, or debris. Check evaporator coil face for dirt loading or biological growth — if coil face is more than 25% loaded, schedule coil cleaning. Inspect drain pan and condensate drain for algae or blockage.
3. Condenser coil cleaningAccess condenser section. Inspect coil for physical damage, bent fins, or heavy debris loading. Apply approved coil cleaner to condenser coil face — agitate per product instructions and allow appropriate dwell time. Rinse from interior to exterior with low-pressure water (excessive pressure can damage fins). Inspect for refrigerant oil staining at coil joints — this indicates potential leak locations. Straighten bent fins with fin comb where accessible.
4. Electrical & mechanical inspectionWith power confirmed off, inspect all electrical connections for corrosion, looseness, or burned terminals. Tighten all wire connections per torque specs if published. Inspect capacitors — verify microfarad reading is within ±6% of nameplate. Inspect contactors for pitting or burning — replace if contact surface is deteriorated. Lubricate all motor bearings per manufacturer spec — do not over-lubricate sealed bearings.
5. Refrigerant check & system readingsRestore power and operate unit in cooling mode. Allow system to stabilize for minimum 10 minutes before taking readings. Record: suction and discharge pressure, suction and discharge line temperatures, superheat, subcooling, supply air temperature, return air temperature, and unit amperage draw on all legs. Compare readings to manufacturer charging charts and design conditions. If refrigerant charge adjustment is needed, document quantity added per EPA 608 requirements.
6. Economizer test & final documentationTest economizer damper operation — verify full travel from fully closed to fully open and back. Check economizer controls for proper setpoint and verify the outdoor air sensor is reading accurately. Reset any fault codes after confirmed correction. Restore all panels and verify all fasteners are in place. Complete PM report form with all recorded readings, filter replacement confirmation, refrigerant records, and any recommendations for follow-up repairs. Provide signed report to property manager.