Free checklist
Air-source heat pump quarterly maintenance checklist
A quarterly air-source heat pump round is short on purpose: it catches the wear items that fail between annual services. This checklist is sized for a tech with a phone. Every item says what to look at and the photo that proves the round happened. Work is commonly verified against IMC, manufacturer's published instructions. Confirm the edition your authority having jurisdiction has adopted.
- Items
- 6
- Photos required
- 8
- Built for
- Subcontractors
Who runs it
The HVAC or maintenance tech on the quarterly mechanical round.
When in the schedule
Every quarter, ideally split so one visit lands in the heating season and one in cooling, since each mode hides different faults.
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.
Airflow and filters
- 2 photos
Return filters checked and seated
Filter clean, correct size and fully seated with no air bypassing around a loose frame, gasket intact at the indoor unit.
- 1 photo
Indoor coil face and drain pan checked
Coil face clean and not iced, blower wheel free of buildup, pan draining with no standing water.
Outdoor unit
- 2 photos
Outdoor coil and fan clearances checked
Coil fins clear front and back, fan spins freely, required air clearance around the cabinet not blocked by storage or growth.
- 1 photo
Base drainage and defrost meltwater path checked
Base pan drain holes open, no ice dam at the feet of the unit, meltwater running away from the pad.
Operation
- 1 photo
Heating and cooling changeover observed
Unit commanded through both modes, reversing valve shifting with the expected sound and a temperature swing at the indoor coil.
- 1 photo
Defrost cycle observed or its evidence checked
A defrost initiated or recent evidence confirmed, outdoor coil clearing without the unit blowing cold air indoors on the changeback.
What usually sends this back
The failures are almost always the evidence, not the work
- Only the mode of the season is tested, so a reversing valve that won't change over stays hidden until the weather flips.
- Outdoor coil looks clean from the fan side while the return face is matted with pollen and grass you can't see without pulling the guard.
- Defrost meltwater freezing into a mound at the base of the outdoor unit, heaving the pad, and written off as rain.
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 8 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 quarterly checklist cover?
- 6 items across 3 sections, covering airflow and filters, outdoor unit, operation. 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 or maintenance tech on the quarterly mechanical round.
- When in the schedule should this walk happen?
- Every quarter, ideally split so one visit lands in the heating season and one in cooling, since each mode hides different faults.
- Why does every item ask for a photo?
- 8 of the 6 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 quarterly inspection?
- Only the mode of the season is tested, so a reversing valve that won't change over stays hidden until the weather flips. Outdoor coil looks clean from the fan side while the return face is matted with pollen and grass you can't see without pulling the guard. Defrost meltwater freezing into a mound at the base of the outdoor unit, heaving the pad, and written off as rain.
- 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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