Free checklist
Exhaust fan annual maintenance checklist
The annual exhaust fan 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 (mechanical code) — confirm the edition your authority having jurisdiction has adopted.
- Items
- 4
- Photos required
- 6
- Built for
- Subcontractors
Who runs it
The HVAC service lead on the annual mechanical service.
When in the schedule
Once a year, paired with the roof membrane walk so roof access happens once.
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.
Deep clean
- 2 photos
Wheel, housing and shutter degreased and cleaned
Blades clean to bare surface, housing drained, shutter blades free-moving after cleaning.
- 1 photo
Motor and compartment cleaned and inspected
Windings free of grease and dust, conduit connections tight, no heat discoloration.
Mounting and curb
- 2 photos
Fasteners and curb sealant checked and re-torqued
Mounting hardware tight, curb flashing and sealant intact, no daylight or gaps at the curb line.
Performance
- 1 photo
Discharge airflow spot-checked against the schedule
Measured or observed discharge consistent with the fan's schedule, any shortfall logged for balancing.
What usually sends this back
The failures are almost always the evidence, not the work
- Grease-laden wheel cleaned around, not off — the imbalance comes back in a month.
- Curb fasteners and sealant never checked, and the roof leak gets blamed on the roofer.
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.
Common questions
- What does this exhaust fan annual checklist cover?
- 4 items across 3 sections — deep clean, mounting and curb, performance. 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 lead on the annual mechanical service.
- When in the schedule should this walk happen?
- Once a year, paired with the roof membrane walk so roof access happens once.
- Why does every item ask for a photo?
- 6 of the 4 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 exhaust fan annual inspection?
- Grease-laden wheel cleaned around, not off — the imbalance comes back in a month. Curb fasteners and sealant never checked, and the roof leak gets blamed on the roofer.
- 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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