Free checklist
Base-mounted HVAC pump quarterly maintenance checklist
A quarterly base-mounted 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 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 mechanical tech on the quarterly mechanical-room round.
When in the schedule
Every quarter, walked with the rest of the mechanical-room equipment so the pump numbers are read against the gauges on the same visit.
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.
Seal and leakage
- 2 photos
Mechanical seal or packing checked for leakage
Mechanical seal essentially dry, or packing gland dripping only at the light rate it's meant to, no product tracking down the shaft onto the base.
- 1 photo
Base and drip pan dry
Pump base and any drip pan free of standing water, no rust trails under the seal, floor drain clear.
Bearings and drive
- 1 photo
Bearings running quiet and cool
No growl, whine or knock from the bearing housings, temperature by hand or gun within a normal band, no grease purged onto the guard.
- 1 photo
Coupling guard and shaft observed running
Coupling guard secure, shaft running true with no visible wobble, no rubbing or heat discoloration at the coupling.
Pressure and strainer
- 2 photos
Suction and discharge pressures read and compared
Both gauges live and read, differential across the pump matching the expected head, no unexplained drop pointing at cavitation or a plugged suction.
- 1 photo
Suction strainer checked for loading
Strainer differential or blowdown checked, basket not loaded with debris, no rising suction restriction starving the pump.
What usually sends this back
The failures are almost always the evidence, not the work
- A mechanical seal weeping a steady drip called 'normal' until it floods the base and rusts the motor feet.
- Suction and discharge gauges read but never compared, so a clogging strainer starving the pump goes unnoticed until the flow drops off.
- Bearing noise logged as 'a little loud' visit after visit with no grease added and no temperature ever felt or measured.
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.
Common questions
- What does this base-mounted hvac pump quarterly checklist cover?
- 6 items across 3 sections, covering seal and leakage, bearings and drive, pressure and strainer. 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 mechanical tech on the quarterly mechanical-room round.
- When in the schedule should this walk happen?
- Every quarter, walked with the rest of the mechanical-room equipment so the pump numbers are read against the gauges on the same visit.
- 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 base-mounted hvac pump quarterly inspection?
- A mechanical seal weeping a steady drip called 'normal' until it floods the base and rusts the motor feet. Suction and discharge gauges read but never compared, so a clogging strainer starving the pump goes unnoticed until the flow drops off. Bearing noise logged as 'a little loud' visit after visit with no grease added and no temperature ever felt or measured.
- 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.
Related checklists
2642 items and 4211 photo requirements in total.