Free ahu quarterly service procedure
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Free AHU quarterly service procedure (PDF-ready). Covers filters coils belts bearings dampers and controls. Download and print.
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See the first part of the ahu quarterly service procedure below. Download the full version above.
What is a ahu quarterly service procedure?
An AHU quarterly service is a scheduled preventive maintenance procedure for air handling units performed every three months. MapTrack helps HVAC teams standardise this process with digital checklists that technicians complete on mobile devices in the field. The service covers filters, coils, fan assemblies, belts, bearings, dampers and control systems to keep supply air quality and volume within design specifications. Each quarterly service builds a documented history that supports trend analysis and forward planning for capital replacement.
Quarterly servicing of air handling units is essential for maintaining indoor air quality, energy efficiency and compliance with Australian Standard AS/NZS 1668.2 (Mechanical ventilation for acceptable indoor air quality). Without regular service, filters clog, coils foul and belts wear, leading to reduced airflow, higher energy consumption and potential Legionella or mould risks in ductwork downstream. AS/NZS 3666 specifically requires that air-handling systems be maintained to control microbial growth, and quarterly coil and drain pan inspections are a core part of meeting this obligation. For facility managers responsible for multiple AHUs across a building portfolio, a consistent quarterly service procedure ensures every unit receives the same standard of care regardless of which technician performs the work. Under Safe Work Australia guidance, plant including HVAC systems must be maintained and inspected so it remains safe for workers and building occupants, making documented quarterly services an important compliance control.
Learn more about maintenance and work orders in MapTrack.
Benefits of using this ahu quarterly service procedure
- Consistency: every technician follows the same structured procedure regardless of which AHU or site they service
- Legal compliance: documented quarterly service records demonstrate the PCBU has met their duty of care under the WHS Act
- Energy efficiency: clean coils and correctly tensioned belts reduce fan energy consumption by up to 15 percent
- Extended asset life: regular servicing prevents premature bearing failure and motor burnout
- Indoor air quality: quarterly filter and coil checks prevent mould spore and dust recirculation through occupied spaces
- Audit trail: signed digital records support BCA compliance audits and insurer inspections
Benefits of digitising forms in MapTrack
When you digitise ahu service procedures in MapTrack, you get:
- Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
- Automatically get alerts when faults are identified.
- Link every form digitally as a PDF to the relevant asset, location or person.
- Receive a digital PDF copy with every submission to your email.
- Ability to share forms digitally.
- Build conditional logic (show or hide questions based on answers).
- Take pictures or attach photos. Not possible with a paper-based form.
- Electronic signatures.
- Edit forms later without reprinting.
- Restrict permissions (who can view, complete or approve).
- Build forms with AI (describe what you need and MapTrack suggests the form).
- Log refrigerant charge weights and leak-check results against each unit.
- Schedule seasonal changeover inspections tied to heating and cooling cycles.
- Track filter, belt and coil replacement intervals per system.
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What to include in a ahu quarterly service procedure
This ahu quarterly service procedure covers 8 key areas:
- Filters: inspect condition measure pressure drop and replace if above manufacturer threshold
- Supply and return fan: check belt tension alignment bearing temperature and vibration
- Heating coil: inspect for leaks corrosion and measure entering and leaving air temperatures
- Cooling coil: inspect fin condition check condensate drain pan and measure air temperatures
- Dampers and actuators: verify operation of outside air return air and exhaust dampers
- Controls and sensors: check temperature humidity and pressure sensors against reference instruments
- Electrical connections: inspect contactors relays and terminal tightness
- General condition: inspect cabinet panels seals access doors and insulation
How to use this ahu quarterly service procedure
- Prepare and isolate: lock out the AHU at the local isolator and MCC, confirm zero energy on all circuits, and display isolation tags before opening access panels or working on any internal components
- Inspect and replace filters: remove pre-filters and bag filters, inspect housing seals for bypass air gaps, install new filters and measure the pressure drop across them after installation to confirm correct fit
- Inspect fan assembly: check belt tension, alignment and condition, measure bearing temperature with an IR gun, listen for unusual vibration or noise, and record motor running amps against nameplate rating
- Inspect coils: visually check heating and cooling coils for fouling, corrosion or physical damage, clean fins with low-pressure compressed air if needed, and verify condensate drain pan is clear
- Test dampers and actuators: cycle outside air, return air and exhaust dampers through their full range of travel, confirm actuator stroke matches specification and verify that damper blades seat correctly when closed
- Verify controls and sensors: compare each AHU temperature, humidity and pressure sensor reading to a calibrated handheld reference instrument, note any deviation and flag sensors outside acceptable tolerance for recalibration
- Document and close out: record all readings, findings and any corrective actions in the service form, obtain the site representative signature for sign-off and set the next quarterly service date in the scheduling system
In MapTrack, you can track hvac maintenance and service schedules. Each submission is stored as a timestamped PDF against the asset record.
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Back to download formHow often should you complete this service procedure?
Most manufacturers and AS/NZS 1668.2 recommend quarterly servicing for air handling units in commercial buildings. A quarterly service covers filters fan assembly coils dampers and controls. Annual services add deeper tasks such as motor megger testing full coil cleaning bearing replacement assessment and controls calibration.
Under the Australian WHS Act a PCBU must ensure plant is maintained and inspected so it remains safe for workers and building occupants. AHU service intervals should follow the manufacturer schedule and be documented in a maintenance register. High-use environments such as hospitals laboratories and data centres may require monthly filter checks in addition to the quarterly service.
Frequently asked questions
Applicable regulatory standards
This template aligns with the following regulations and standards:
- AS/NZS 1668.2 - Mechanical ventilation for acceptable indoor air quality
- AS/NZS 3666 - Air-handling and water systems (Legionella)
- ASHRAE Standard 62.1 - Ventilation for acceptable indoor air quality
- Safe Work Australia Code of Practice: Managing Risks of Plant in the Workplace
Need to track hvac maintenance and service schedules?
Register every ahu in MapTrack, attach digital forms, and get a complete history of every inspection, service and compliance record.
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