by Justin Van Kirk, Business Development, Climate Systems Inc.
Your HVAC isn’t just about comfort, it’s about the bottom line. Whether you’re managing a clinic, retail space, data center, or high-rise office, a system failure can lead to expensive downtime, unhappy tenants, and energy bills that spiral out of control. Routine preventative maintenance can be the difference between a system that outlasts its expected life and one that fails early and often.
Here’s how to approach preventative maintenance for commercial equipment effectively.
Start With Airflow and Filtration
Restricted airflow is the silent killer of commercial HVAC systems. In most commercial environments, filters should be checked regularly and replaced at a pace that suits the space. This can be monthly, quarterly, or semi-annually. Use the highest MERV rating your system is designed for without creating too much pressure drop. We prefer Camfil filters to meet our customers’ needs and to provide the best air quality for their environments.
Fan belts are equally important and often overlooked. Check them for cracking or glazing, and make sure the tension is correct. A loose belt slips, loses efficiency, and puts unnecessary strain on the system.
Don’t Overlook Coil Cleaning
Dirty coils force your system to work harder to disperse heat. That extra effort shows up directly on your energy bill. Condenser coils are prone to dirt, leaves, and cottonwood buildup and should be washed carefully. Evaporator coils stay damp and can develop a film over time. A no-rinse cleaner keeps the find clear and helps maintain good air quality throughout the space.
Electrical and Mechanical Calibration
Mechanical vibrations and thermal expansion naturally loosen connections over time. Tightening terminals regularly is a simple step that prevents resistance buildup, which leads to heat and eventual component failure. Amp draw checks on motors and compressors are also worth doing. If a motor is pulling more current than its rated capacity, that is often an early sign of impending failure. Finally, lubricant bearings on fans and motors, but be careful not to over-grease. Too much lubricant can be just as damaging as too little.
Use a Seasonal Checklist
Splitting maintenance tasks by season keeps things organized and ensures nothing gets missed. Here are some key examples:
Spring (Pre-Cooling):
- Check refrigerant levels for leaks
- Clear condensate drain P-traps and lines
- Check economizer damper movement
- Verify temperature controls and alarms
- Change filters
Fall (Pre-Heating):
- Change filters
- Inspect heat exchangers for cracks or rust
- Verify outdoor air intake on economizers
- Update holiday schedules and verify temperature control operations
Documentation Matters
If you didn’t write it down, it didn’t happen. Keeping a maintenance log for every unit serves three important purposes. First, it helps you spot trends. If one unit keeps needing refrigerant, you likely have a slow leak that needs more than just a top-off. Second, it protects your warranties, as manufacturers often require proof to honor parts coverage. Third, it makes expense planning easier. Knowing which units are becoming money pits gives you the data you need to justify a replacement budget to ownership before it becomes a crisis.
A Smarter Approach to Building Operations
Preventative maintenance isn’t just a line item on a service contract. It’s one of the most cost-effective decisions a building owner or facility manager can make. The buildings that run the most efficiently and longest are the ones that treat maintenance as a priority rather than an afterthought.
If you are looking to outsource your preventative maintenance, let’s talk. We can discuss options to best fit your building’s needs.
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Justin Van Kirk
Business Development
Climate Systems Inc.
