Free checklist
Air-source heat pump annual maintenance checklist
The annual air-source heat pump service is the deep pass: the measurements, cleanings and tests a quarterly round doesn't reach. This checklist keeps the full service on record with the photos that make it defensible later. Work is commonly verified against IMC, manufacturer's published instructions. Confirm the edition your authority having jurisdiction has adopted.
- Items
- 5
- Photos required
- 6
- Built for
- Subcontractors
Who runs it
The HVAC service tech on the annual service visit.
When in the schedule
Once a year, best scheduled ahead of the heating season so the defrost and backup-heat sequence is proven before it is relied on.
The checklist
Every item, and the photo that proves it
The photo count on each row is what RTI would require before the item can be submitted. Copy the list as is, or load it into RTI and let the gate enforce it.
Coils and airflow
- 2 photos
Both coils cleaned and airflow restored
Outdoor and indoor coils washed through, fins combed where bent, blower and drain pan cleaned, filters renewed.
Refrigerant and controls
- 1 photo
Charge assessed by superheat and subcooling
Readings taken and compared against the unit's charging chart, not adjusted without evidence of an actual charge problem.
- 1 photo
Reversing valve and defrost control proven
Full changeover confirmed in both directions, defrost forced and terminating correctly, sensor and control response checked.
Backup heat and electrical
- 1 photo
Auxiliary heat lockout and staging tested
Backup heat locked out so the compressor is proven alone, then staging and any balance-point control brought in and confirmed.
- 1 photo
Electrical connections and contactor checked
Terminations tight, contactor and disconnect sound, amp draw on compressor and fans within the unit's published range.
What usually sends this back
The failures are almost always the evidence, not the work
- Charge called good off head pressure alone with no superheat or subcooling taken, so a slow leak reads normal until capacity drops on the coldest day.
- Backup or strip heat never locked out during the test, so it quietly carries the load and masks a weak compressor.
Run it with the Photo Gate
A checklist nobody can submit half-finished
Load this list into RTI, stick a QR tag on the area it covers, and the submit button stays locked until every mandatory item is answered and the 6 required photos exist. Approved walks roll into a branded turnover package with a tamper-evident record behind every line.
Submission state
The gate is enforced on the server, so it holds even if the phone is offline when the walk happens.
Verified against
Common questions
- What does this air-source heat pump annual checklist cover?
- 5 items across 3 sections, covering coils and airflow, refrigerant and controls, backup heat and electrical. Each item spells out what the person walking the job is actually looking for, not just a box to tick.
- Who should run this inspection?
- The HVAC service tech on the annual service visit.
- When in the schedule should this walk happen?
- Once a year, best scheduled ahead of the heating season so the defrost and backup-heat sequence is proven before it is relied on.
- Why does every item ask for a photo?
- 6 of the 5 items call for photo evidence. A checklist answer without the photo is a claim; the photo is what makes the record worth something in a dispute and lets a reviewer approve work without re-walking the job.
- What most often fails a air-source heat pump annual inspection?
- Charge called good off head pressure alone with no superheat or subcooling taken, so a slow leak reads normal until capacity drops on the coldest day. Backup or strip heat never locked out during the test, so it quietly carries the load and masks a weak compressor.
- Can I use this checklist in RTI?
- Yes. Start a free RTI workspace, build this list as a checklist, and the Photo Gate holds the submit button until every mandatory item is answered and its photos are attached. Approved inspections roll into a branded turnover package with a tamper-evident audit trail.
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