Free HVAC Installation Checklist (+ How to Create Your Own)
When you use an HVAC installation checklist before and during your heating, cooling, and ventilation system installs, you’ll prevent missed steps and complete the job in less time.
Using a checklist also helps your team reduce the risk of errors, ensure quality control, improve customer satisfaction, and stay compliant with local regulations.
Start by downloading our free HVAC installation checklist template. It covers every part of a job, from inspecting the site to swapping out the system, all the way to getting paid for your work.
Then follow our guide below to learn how to customize your own checklists, use them efficiently at the job site, and take your team to the next level.
What’s in our HVAC installation checklist template?
Our free installation checklist template starts with pre-arrival and pre-installation checklists. These include all the work and customer communication you need to do before a change-out.
The template has a detailed air conditioning, heat pump, and furnace installation checklist, with tasks for prep work, indoor and outdoor unit removal, electrical wiring, new unit placement and testing, and wrapping up the job professionally.
Follow our guide to using an HVAC install checklist:
How to use editable online checklists
Once you’ve downloaded our free checklist, you can use it as-is on any installation job. Your technicians can attach a copy to their work order or to the customer’s file in your HVAC CRM.
Or, if you’d like to add or remove items from the list, just copy and paste the necessary items into a new document. You can make any changes needed to create the right checklist for your needs.
You can also create different versions of the checklist for different types of HVAC jobs. For example, you might want to have a form just for furnace or AC installs.
There’s no right or wrong way to use this form. The most important thing is that your technicians are actually using it to keep their work consistent and your customers satisfied.
How to create your own HVAC installation checklist
Want to edit, customize, and share your HVAC installation checklist with your customers or team? It’s easy—build your checklist online so your team can check off tasks on their phones or tablets.
Create custom site inspection checklists in Jobber to keep a digital, shareable record of the tasks you’ve completed. Jobber can capture all of your tasks as custom list items for fast, easy reference.
Then give a copy of your completed checklist to the customer. This gives you a paper trail to prove you’ve installed the system properly, and it makes your business look more professional.
Having Jobber has enabled us to efficiently and effectively run everything.
There is only so much you can handle and only so much that you can grow into when you’re a professional business operating things in your mind.
What to include in your HVAC installation checklist
You have important work to do before, during, and after every install. Here are the sections you should include in your installation checklists—and questions to ask when creating these checklists.
1. HVAC installation material list
Before you even leave the shop, make sure you have all the HVAC tools and materials needed to complete the day’s HVAC installation jobs. Your HVAC installation material list should include:
- Any hand tools, power tools, and specialized tools you’ll need to get the job done (e.g., pipe wrench, screwdrivers, power drill, power saw, multimeter, HVAC/R thermometer)
- Any safety tools needed to complete the job safely (e.g., PPE, LOTO devices, voltage tester, safety harness)
- Your business phone or tablet, equipped with your preferred HVAC software
- Basic spare parts that you think might be needed, based on the job requirements (e.g., fuse, capacitor, furnace filter)
- Making sure the vehicle is loaded with all the necessary tools and parts (and nothing is left behind in the shop)
Pre-arrival and on-arrival tasks
A good arrival checklist gets you to the job site faster with all the tools you need. This checklist benefits your customers, too, by keeping them informed and prepared for your arrival.
Build your pre-arrival and on-arrival checklists by answering these questions:
- Does the customer already have an estimate for the job with your HVAC service pricing?
- Do your customers or dispatchers send you notes and photo attachments about their existing HVAC units beforehand?
- Will you need to collect information about the customer’s property while onsite? Or is it stored in your client management software (CRM) before the job starts?
- How will you share new unit warranty and service warranty information with the customer? Do you include warranty details in your HVAC estimates?
- Who sends appointment reminder emails to your customer before the job begins (e.g., installer, dispatcher, or service manager)?
READ MORE: HVAC dispatching tips to improve routing and communication
3. Pre-install inspections
Inspect everything at the job site—including the workspace, existing HVAC unit, and the new unit—so you know you can safely start the installation. Your pre-install checklist should include:
- Do a site safety inspection. Your work environment should be safe for you and the customer’s property. For example, keep combustible materials far from the furnace, and lay down a drop cloth to protect wood floors and carpets.
- Troubleshoot the existing unit for damages, leaks, or other issues that mean their system needs repairs instead of replacement. Use an HVAC inspection checklist to find any issues that might have been missed during the customer’s last HVAC service call.
- Inspect the new unit to make sure there are no loose parts or shipping damages. There should be room in your checklist to report any faults so you can contact your distributor or office immediately.
4. New unit installation checklist
Every HVAC unit has different installation steps—but there’s always prep work involved in the removal, placement, and wiring of a system. Answer these questions in your checklist, no matter what you’re installing:
- Safety tasks: What do you need to remove, shut off, and unplug before you start removing HVAC equipment? This could include shutting off the power supply, disconnecting electrical wires, and evacuating the refrigerant from the air conditioner.
- Removal and preparation: What components of the HVAC system need to be removed, replaced, newly built, heat protected, or cleaned? For example, this could mean adding a new composite pad for an AC installation, disconnecting upper ductwork, and clearing out condensation lines.
- New unit placement: Which components of the new HVAC system should you install in what order (e.g., evaporator coil, refrigerant lines, heat exchanger, programmable thermostat)?
- Electrical wiring: What regional and federal regulations do you need to follow for proper electrical installation (e.g., National Electrical Code, Canadian Electrical Code)?
5. Air conditioner installation checklist
You’ll be installing a lot of air conditioners, so it’s a good idea to have a checklist just for that task. Your AC installation checklist should include:
- Safety tasks: What do you need to remove, shut off, and unplug before you start installing the new AC unit? This could include evacuating refrigerant, shutting off the circuit breaker, and removing the disconnect box and flexible electrical conduit.
- Removal and preparation: What components of the current system need to be removed, replaced, built, heat protected, or cleaned? For example, make sure the new unit will fit on the slab, the sheet metal plenum is disconnected, and the indoor evaporator coil and existing refrigerant lines are removed.
- New unit placement: Which components of the new AC system should you install in what order (e.g., evaporator coil, cased coil, refrigerant line, low-voltage control wire)?
- Electrical wiring: Are you following the appropriate regional and federal regulations? Have you installed the new disconnect box? Are all components connected (e.g., high- and low-voltage control wire, thermostat wiring)?
- Condensate drain line: Is the drain line installed with secure tubing or piping, with the trap and overflow safety switch integrated properly?
- Air and water: Are fans mounted securely, aligned, and fully rotating with no issues? Are water connections and valves installed with all penetration points sealed? Are the valves connected to the main control panel?
6. HVAC post-installation checklist
A post-installation checklist helps you wrap up the job smoothly. That includes testing to make sure the new HVAC unit works properly, closing out the job, and leaving a great impression on the customer.
Here’s what your post-installation checklist should include:
- Cycle the HVAC system to see if it’s working properly. Listen for unusual noises, test thermostats, and take note of any issues and rework you need to complete.
- Record measurements to see how the new system is performing. Include pressures and temperatures for gasses, refrigerants, and suction and liquid lines. Also note refrigerant charges, high- and low-voltage current measurements, and motor amperage for blowers and fans.
- Clean up the site and remove all garbage and work materials. This also includes wiping down surfaces and removing any protective floor coverings. Leaving the customer’s property clean is part of delivering a professional, positive customer experience.
If somebody will [leave] my house a mess, I won’t think positive things about the person or business.
Our technicians wipe everything afterwards, leave it as neat as possible, and then they have to send me pictures, always.
7. Post-install customer check-in
The job isn’t done until the customer knows it’s done. You’ll need to complete these last few tasks to wrap up the job, get paid, and move on to the next site:
- Do a system walkthrough to explain what’s installed and show your customer how to operate their new HVAC system. Explain how they should maintain the system (e.g., replace the air filter regularly for good air circulation) and how an HVAC maintenance contract can help them keep it healthy.
- Offer ongoing maintenance. Take the opportunity to upsell the customer and see if they’re interested in an HVAC service contract. Not every customer has the time to maintain the new system themselves, and this could mean recurring revenue for your business.
- Invoice the customer and collect payment. In Jobber, you can convert an estimate into a professional HVAC invoice complete with accurate job details and convenient payment options. That way, the customer can pay on the spot and you can get to the next job.
- Send a follow-up email. After you receive payment, it’s a good idea to thank the customer for their business and ask them for a review. Jobber Reviews lets you send automated emails, request reviews from preferred customers, and track your Google rating and latest reviews, all from your dashboard in Jobber.
After you do an install or repair, follow up with an email.
Follow-ups after a quote or a service help you look professional. Normally I get review feedback through Jobber’s email follow-up tool. I ask clients for a rating between 1–10 and they can add comments.
Why you need an HVAC installation checklist
Using an installation checklist protects you from missing steps during an HVAC system change-out. Even the most experienced HVAC technician or installer can forget things, especially when you’re tired after a long day.
Using an install checklist also helps you:
- Keep work consistent across installers. When you’re running an HVAC business, you don’t have time to check every job yourself. Equipping your installers with checklists ensures the job is done right every time, and helps avoid costly callbacks and customer complaints about flawed installations.
- Impress your customers and win their trust. When you finish an install, give your customers peace of mind by showing them all the tasks you’ve checked off. Checklists show that you’re an organized, professional installer who cares about doing quality work.
- Get to the next install faster. Checklists keep you on track and can save you from time-consuming missteps. Reduce the risk of rework, and you’ll avoid getting stuck on one property and delaying your day’s schedule.
READ MORE:Better scheduling led to this HVAC business’s most profitable year
You need strong operational systems in place.
Jobber [helps] carry the weight of time management for you as the business owner.
Frequently Asked Questions
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Safety should be your technicians’ top priority during an HVAC installation. Make sure they’re following safety best practices and regulatory guidelines like the following:
1. Wear PPE (e.g., gloves, safety glasses) to avoid injury
2. Turn off power to the system before beginning work
3. Lift any components safely, using specialized lifting equipment if needed
4. Use a safety harness or fall protection equipment if working at heights
5. Make sure all rooftop and outdoor equipment is properly anchored
6. Ensure good ventilation while working and monitor for hazardous gasses
7. Test for gas leaks during and after installation
8. Handle refrigerant according to regulatory restrictions
9. Make sure insulation materials aren’t blocking airflow or touching heat sources
10. Check that all electrical wires are connected, covered, and properly grounded
11. Label control panels, circuits, and switches for easy identification
12. Confirm that emergency shutdown procedures will work if they’re initiated
13. Write down any changes to the system during installation and share them with the customer -
It’s a good idea to use a checklist for any HVAC installation job, whether you’re just starting an HVAC business or you’ve been operating for years. Here’s why:
– Regulatory compliance: Your business needs to meet certain industry standards. An HVAC installation checklist can help by pointing out all the tasks that keep your installs compliant with regional and federal regulations.
– Improved quality: It’s easy to miss steps during a job, especially when the installation process is long and complicated. When your technicians use an install checklist, they’ll never forget a step, and the job will be done properly.
– Safer installs: Your technicians are working with gas, water, and electricity. Using a checklist helps them follow safety procedures, reduces the risk of safety incidents on the job, and protects the client from improperly installed systems.
– Higher performance: You can use installation and inspection checklists to evaluate your technician’s job performance—and determine whether they should get a raise or promotion.
– Greater efficiency: When a technician knows the process they need to follow, they’ll work faster and smarter to get the job done. That means you can fit more jobs into the work week.
READ MORE: Top 10 HVAC apps to boost productivity -
Most tasks on your HVAC installation checklist are related to quality control. That said, your checklist should specifically include QC tasks like:
– Inspecting the site before starting work to ensure there isn’t any debris that could cause damage to the equipment
– Checking all your ductwork and electrical connections to ensure there are no leaks or safety concerns
– Testing the new system to make sure it’s performing as expected
– Making sure the current thermostat is compatible with the new unit
– Showing the customer how to maintain the system over time (or setting up a service contract to maintain it for them) -
On average, expect to spend 1–5 days installing an HVAC unit, whether it’s a furnace, air conditioner, chiller, or other system. Residential jobs will take less time, while commercial jobs with larger equipment can take much longer.
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That depends on where you operate your HVAC business and what local, regional, or federal regulations are in place. Some areas require you to have a permit before you can complete any HVAC installations. Always check with the appropriate government department before you accept an HVAC installation job.
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When you’re installing an HVAC unit, make sure to steer clear of common errors like:
– Undersized or oversized units that don’t meet the needs of the space
– Faulty ductwork with improper sealing and placement
– Poor electrical connections, causing low performance and creating safety risks
– Incomplete insulation and sealing, which can cause damage and increase energy bills
– Not testing the system to make sure it’s properly set up and calibrated -
When you’re finished with the installation, make sure your customer has copies of the following documentation:
– Product and service warranties in case of future issues
– Maintenance records so future technicians know what issues were identified and resolved
– Inspection certifications to prove the system is compliant with all requirements
– A copy of the completed checklist so the customer knows what tasks were completed
– Your service invoice so you can get paid for your hard work
Originally published in January 2023. Last updated on September 27, 2024.