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Free chiller maintenance checklist

Free chiller maintenance checklist (PDF-ready). Covers refrigerant, condenser, evaporator, compressor, controls and water treatment. Download free.

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Updated 26 Oct 2026

Chiller Unit Maintenance Checklist

Scheduled maintenance for water-cooled and air-cooled chiller systems

Live form
0 of 24 checks

Compressor

1Compressor operating current within nameplate rating
2Oil level correct in compressor sight glass
3Compressor vibration within acceptable levels
4No unusual noise from compressor
5Suction and discharge pressures within range

Condenser

6Condenser tubes clean, no fouling
7Condenser water flow rate adequate
8Approach temperature within specification
9Condenser fan motors operating correctly (air-cooled)

Evaporator

10Evaporator tubes clean, no fouling
11Chilled water flow rate adequate
12Leaving chilled water temperature correct
13No frost or ice formation on evaporator
14Evaporator insulation intact

Controls & Sensors

15Temperature sensors reading accurately
16Pressure transducers calibrated
17Controller displaying correct parameters
18Safety interlocks tested and functional
19Alarm history reviewed, no recurring faults

Refrigerant & Oil

20Refrigerant charge correct (no low charge alarm)
21No refrigerant leaks detected (electronic leak test)
22Oil analysis within acceptable parameters
23Oil heater operational (if fitted)
24Refrigerant log book updated

How to use: download the PDF, print or complete digitally on any device.

  • PDF format, ready to print or fill on screen
  • Use as-is or customise to suit your operation
  • Go digital in MapTrack for photos, reminders and audit trails

Or set it up in MapTrack

  • Fill it in on a phone, attach photos to any check
  • Automatic reports and audit trails
  • The same checks as the PDF, ready to configure

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Don't just download it - use it live. Start a free workspace with this chiller maintenance checklist already built, so your crew can run it from a phone.

Jarrod Milford

Jarrod Milford

Co-Founder & Commercial Director

Updated 26 October 2026
Also see:Maintenance and work orders →Best CMMS software →MapTrack vs MaintainX →

Short answer

A chiller maintenance checklist records monthly, quarterly and annual checks of water- and air-cooled chillers: refrigerant pressures and charge, compressor oil, approach temperatures, water treatment, motor current, safety cut-outs, relief valves, leaks and vibration. Intervals are the manufacturer's. For CFC, HCFC, HFC, PFC and halon refrigerants, regulation 111 of the Ozone Protection Regulations 1995 requires a refrigerant handling licence for work risking emissions, with limited exceptions.

Checked against Ozone Protection and SGG Management Regulations 1995 (Compilation F2026C00546, effective 2026-07-01, registered 2026-07-02; current as at 2026-10-26 (Federal Register of Legislation)) on by the MapTrack templates team. How we check templates

Key takeaways

  • The MapTrack chiller maintenance checklist contains 24 checks across 5 sections. Sections covered: Compressor, Condenser, Evaporator, Controls & Sensors, Refrigerant & Oil.
  • For HFC and other covered refrigerants, emission-risk work needs a refrigerant handling licence (reg 111), with limited exceptions; record the technician and licence.
  • Refrigerant trading authorisation holders must keep refrigerant records and hold leak detection and recovery equipment (reg 141).
  • AS/NZS 5149.4:2016 covers maintenance, repair and refrigerant recovery, and the documentation to keep for the system.
  • Track condenser approach temperature against the commissioning baseline; a rising approach points to fouling.
  • Monthly parameter checks and quarterly inspections are common manufacturer recommendations; critical sites often check weekly.

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Used by construction, mining and field service teams

Saunders InternationalMineral ResourcesSupagasHacer GroupMetro TunnelUltrabuilt

What is a chiller maintenance checklist?

A chiller maintenance checklist is a structured document used by HVAC technicians, facility managers and building maintenance teams to systematically inspect and service water-cooled and air-cooled chiller systems at scheduled intervals. It covers the refrigeration circuit (compressor operation, refrigerant charge and pressures, oil level and condition), heat exchangers (condenser and evaporator tube condition, approach temperatures, fouling), water circuits (chilled water and condenser water flow rates, temperatures, water treatment and quality), electrical systems (motor current, starter and contactor condition, control panel), safety devices (high and low pressure cut-outs, flow switches, relief valves) and general condition (vibration, noise, leaks, insulation). The checklist applies to centrifugal, screw, scroll and reciprocating chillers used in commercial buildings, hospitals, data centres, manufacturing and process cooling applications.

Chillers are the single largest energy consumers in most commercial and industrial facilities, often accounting for 30 to 50 per cent of total electricity costs. A poorly maintained chiller operating with fouled condenser tubes, incorrect refrigerant charge or degraded oil can consume 10 to 30 per cent more energy than a well-maintained unit, while delivering reduced cooling capacity. Beyond energy waste, refrigerant leaks contribute to environmental harm, and safety device failures can lead to high-pressure incidents. A documented maintenance programme ensures that every inspection covers the critical parameters, builds a trend history for predictive analysis and meets regulatory obligations. When managed through MapTrack, chiller maintenance checklists are linked to the asset record, providing a complete service history for compliance audits, warranty support and lifecycle cost analysis.

Learn more about maintenance and work orders in MapTrack.

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Benefits of using this chiller maintenance checklist

  • Energy efficiency: maintaining clean heat exchangers, correct refrigerant charge, proper oil condition and optimal control settings keeps the chiller operating at peak efficiency, directly reducing electricity costs.
  • Extended equipment life: regular oil analysis, vibration monitoring, tube cleaning and bearing inspection prevent accelerated wear on the compressor, motor and heat exchanger components, extending the useful life of the chiller.
  • Refrigerant compliance: documented leak checks and charge records support compliance with the Ozone Protection and Synthetic Greenhouse Gas Management Act 1989 and its regulations, which require leak detection, record-keeping and licensed technician handling.
  • Reduced downtime: identifying abnormal pressures, temperatures, vibration or electrical faults during scheduled checks prevents emergency failures during peak cooling demand.
  • Water quality protection: monitoring chilled water and condenser water treatment, pH, conductivity and inhibitor levels prevents biological growth, scale and corrosion that degrade chiller performance and damage tubes.
  • Safety assurance: testing high and low pressure cut-outs, flow switches and relief valves at each inspection confirms that safety devices will protect the chiller from overpressure and loss-of-flow conditions.

Benefits of digitising forms in MapTrack

When you digitise chiller checklists in MapTrack, you get:

  • Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
  • Email the right people when a form is submitted, with an automation you set up.
  • File every completed form against the asset, location or person it covers.
  • Download any completed form as a PDF, with failed answers listed at the top.
  • Fill in forms offline; they upload when the device is back online.
  • 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.
  • Set who can view, fill in or edit forms with user roles.
  • Upload a paper form (PDF, Word, Excel or a photo) and MapTrack's AI builds a digital version for you to check.
  • Raise a work order from a submitted form with an automation you set up.
  • Track service intervals by hours, kilometres or calendar date in one place.
  • Attach supplier invoices and parts receipts to each maintenance record.

Book a demo to see how MapTrack handles chiller checklists.

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“Bloody amazing! We used to spend 1-2 days a week tracking and managing our generators alone.”
Saunders International

Steve McAllister

Asset Coordinator, Saunders International

What to include in a chiller maintenance checklist

This chiller maintenance checklist covers 10 key areas:

  • Chiller identification: asset ID, make, model, serial number, chiller type (centrifugal, screw, scroll, reciprocating), refrigerant type, location, current operating hours, date and technician name.
  • Compressor: record suction and discharge pressures and temperatures, check oil level and condition on sight glass, listen for abnormal noise or vibration, record motor current (amps) and compare to rated load amps (RLA).
  • Refrigerant circuit: check refrigerant charge level by monitoring superheat and subcooling, inspect for refrigerant leaks using an electronic leak detector or soap solution, record high-side and low-side pressures.
  • Condenser (air-cooled): inspect coil fins for dirt, damage and blockage, check condenser fan operation and motor current, clean coils if the approach temperature exceeds the manufacturer baseline.
  • Condenser (water-cooled): record entering and leaving condenser water temperatures, calculate approach temperature, inspect tube sheets for fouling and corrosion, schedule tube cleaning if approach temperature has increased.
  • Evaporator: record entering and leaving chilled water temperatures, calculate approach temperature, inspect for frost or ice formation indicating low flow or low charge, check insulation condition.
  • Water circuits: verify chilled water and condenser water flow rates, check pump operation, inspect strainers and filters, record water treatment chemical levels (pH, conductivity, inhibitor concentration, microbiological count).
  • Electrical system: record motor voltage and current on all phases, check for phase imbalance, inspect starter, contactors and overloads, check control panel for error codes or alarms, test the emergency stop.
  • Safety devices: test high-pressure and low-pressure cut-outs, verify flow switch operation on chilled water and condenser water circuits, check relief valve condition and tag date.
  • General condition: inspect the chiller for oil leaks, refrigerant leaks, water leaks, abnormal vibration, insulation damage, corrosion and general cleanliness, note any items requiring corrective action.

How to use this chiller maintenance checklist

  1. Record the chiller identification details, current operating hours and operating conditions before starting the inspection.: Capture the asset ID, make, model, serial number, refrigerant type, location and current operating hours. Note the current ambient temperature, building load conditions and any recent operational issues reported by the building management system or operators. Review the previous maintenance report for outstanding actions.
  2. With the chiller running under normal load, record all operating parameters: pressures, temperatures, currents and flow rates.: Record suction and discharge pressures and temperatures, calculate superheat and subcooling, and compare to the manufacturer design values. Record entering and leaving chilled water temperatures and calculate the evaporator approach temperature. Record condenser water or ambient air temperatures and calculate the condenser approach temperature. Record motor voltage and current on all phases and check for imbalance exceeding 2 per cent. Record chilled water and condenser water flow rates.
  3. Inspect the compressor, oil system and refrigerant circuit for leaks, abnormal noise, vibration and oil condition.: Listen to the compressor for unusual noise, knocking or surging (centrifugal chillers). Check vibration levels against the baseline. Inspect the oil level on the sight glass and note the oil colour. Dark or cloudy oil indicates moisture or acid contamination and should be sampled for laboratory analysis. Use an electronic leak detector to check all refrigerant fittings, valve stems, shaft seals and brazed joints for leaks.
  4. Inspect the condenser and evaporator heat exchangers, water circuits and water treatment.: For air-cooled condensers, inspect coil fins for dirt, debris and physical damage. Clean coils with water or approved coil cleaner if approach temperature has increased beyond the manufacturer baseline. For water-cooled condensers, compare the current approach temperature to the commissioning baseline. An increase of more than 1 degree Celsius indicates tube fouling requiring chemical or mechanical cleaning. Check evaporator insulation for damage or condensation. Verify water treatment chemical levels and record pH, conductivity, inhibitor concentration and microbiological test results.
  5. Test safety devices, inspect electrical components and check the control panel for error codes or alarms.: Test the high-pressure cut-out by verifying its set point against the chiller nameplate or manufacturer specification. Test the low-pressure cut-out similarly. Verify chilled water and condenser water flow switch operation by momentarily reducing flow (if safe to do so). Inspect the starter, contactors and overload settings. Check the control panel for active or historical error codes and alarms. Test the emergency stop button.
  6. Record all findings, defects and corrective actions on the checklist. Compare operating parameters to previous records to identify trends. Set the next maintenance date and sign off.: Complete each checklist item with the recorded value or a Pass/Fail result. Compare current approach temperatures, pressures, currents and oil condition to the previous three inspections to identify degradation trends. Record all defects with descriptions and corrective actions. Raise work orders in MapTrack for items requiring follow-up. Calculate the next service due date and update the maintenance schedule. Sign and date the completed checklist.

In MapTrack, you can schedule and track maintenance digitally, by date or meter reading. Each submission is stored as a timestamped PDF against the asset record.

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How often should you complete this checklist?

Chiller maintenance frequency depends on the chiller type, age, criticality and operating hours. Most manufacturers recommend monthly operating parameter checks (pressures, temperatures, currents, oil level) and quarterly comprehensive inspections covering all items on this checklist. Annual maintenance should include oil analysis, condenser tube cleaning (water-cooled), coil cleaning (air-cooled), refrigerant leak testing with certified equipment, safety device calibration and electrical system testing.

Critical chillers in hospitals, data centres and continuous-process facilities may require weekly parameter checks and monthly comprehensive inspections. Seasonal chillers should receive a full inspection and service before the cooling season starts and a shutdown service at the end of the season. In MapTrack, configure calendar-based maintenance triggers linked to each chiller asset to automate scheduling and ensure no inspection is missed.

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Frequently asked questions

The Ozone Protection and Synthetic Greenhouse Gas Management Act 1989 and its associated regulations govern the handling, storage and disposal of refrigerants in Australia. Work on refrigeration and air conditioning equipment requires a refrigerant handling licence granted under the Ozone Protection and Synthetic Greenhouse Gas Management Regulations 1995 (regulation 111), and acquiring, possessing or disposing of bulk refrigerants such as HFCs and HCFCs requires a refrigerant trading authorisation (regulation 112). Facilities must maintain records of refrigerant quantities added and recovered, and any leak exceeding prescribed thresholds must be repaired and reported. The AS/NZS 5149 series, which replaced AS/NZS 1677.2, covers refrigerating system design, construction, installation, operation and maintenance. These requirements apply to all commercial and industrial chillers regardless of size.

Most manufacturers recommend monthly operating parameter checks covering pressures, temperatures, motor currents and oil level. Quarterly comprehensive inspections should cover all components including the compressor, heat exchangers, water circuits, electrical systems and safety devices. Annual maintenance adds oil analysis, condenser tube cleaning, coil cleaning, certified refrigerant leak testing and safety device calibration. Critical chillers in hospitals or data centres may require more frequent checks. Always follow the manufacturer service manual for model-specific guidance.

Condenser approach temperature is the difference between the refrigerant condensing temperature and the leaving condenser water temperature (water-cooled) or the ambient air temperature (air-cooled). It indicates how effectively the condenser is transferring heat. A rising approach temperature signals tube fouling, fin blockage or reduced water or airflow. For water-cooled chillers, a clean condenser typically has an approach of 1 to 2 degrees Celsius. An increase of more than 1 degree from the commissioning baseline indicates fouling that is increasing energy consumption and should be addressed with chemical or mechanical tube cleaning.

Asset tracking platforms such as MapTrack allow you to create digital maintenance checklists linked to each chiller asset. Technicians record operating parameters (pressures, temperatures, currents, approach temperatures) at each inspection. The system stores the complete history, enabling trend analysis that reveals gradual degradation in heat exchanger performance, increasing motor current draw or declining oil quality over time. An email reminder in the week before each service falls due helps make sure no chiller misses its service interval.

Yes. This chiller maintenance checklist is completely free to download and use. It downloads as a ready-to-print PDF. No account or sign-up is required. If you want to digitise inspections with automatic scheduling, photo capture and compliance dashboards, MapTrack can help. Book a free demo to see how it works for your operation.

Applicable regulatory standards

This template is a starting point. Check the current requirements that apply to your equipment, work and location. The template alone does not establish compliance.

  • Ozone Protection and Synthetic Greenhouse Gas Management Regulations 1995

    Edition: Compilation F2026C00546, effective 2026-07-01, registered 2026-07-02; current as at 2026-10-26 (Federal Register of Legislation)

    Licence for work risking emissions of covered refrigerants (CFC, HCFC, HFC, PFC, halon), and trading authorisation conditions on records, leak detectors and recovery equipment.

    • reg 111: Work on refrigeration and air conditioning equipment that risks refrigerant emissions needs a refrigerant handling licence, unless a listed supervision, exemption or AMSA alternative applies.
    • reg 141: Authorisation conditions: quarterly refrigerant records, leak detectors and recovery equipment, container leak checks.

    Commonwealth of Australia (Federal Register of Legislation)

  • Ozone Protection and Synthetic Greenhouse Gas Management Act 1989

    Edition: Compilation C2026C00241, effective 2026-07-01, registered 2026-07-01; current as at 2026-10-26 (Federal Register of Legislation)

    Deals with discharge of scheduled substances, such as refrigerant venting.

    • s 45B: Deals with discharge of scheduled substances, such as refrigerant venting.

    Commonwealth of Australia (Federal Register of Legislation)

  • Refrigerating systems and heat pumps - Safety and environmental requirements, Part 4: Operation, maintenance, repair and recovery (ISO 5149-4:2014, MOD)

    Edition: AS/NZS 5149.4:2016

    Maintenance of refrigerating systems, system documentation and refrigerant recovery.

    • 5.2: Maintenance of refrigerating systems and heat pumps
    • 4.3: Documentation to be kept for the refrigerating system
    • 6.2: Recovery and reuse of refrigerant

    Standards Australia and Standards New ZealandSold by the publisher

  • Model Work Health and Safety Regulations

    Edition: Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011)

    Competent-person plant maintenance following the manufacturer, and regular inspection of pressure equipment.

    • reg 213: Plant must be maintained, inspected and, if necessary, tested by a competent person, following manufacturer or competent person recommendations; annual inspection applies only if neither is practicable.
    • reg 224: Pressure equipment must be inspected regularly by a competent person; inspected gas cylinders carry a current inspection mark.

    Safe Work Australia (drafted by the Parliamentary Counsel's Committee)

  • Pressure equipment - In-service inspection

    Edition: AS/NZS 3788:2024 (incl. Amd 1:2025)

    In-service inspection of any pressure equipment in the refrigeration circuit that falls within its scope.

    Standards Australia and Standards New ZealandSold by the publisher

Each source was read at its publisher and the page checked on 26 October 2026. The publisher's current text is the authority.

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  <p style="font-size:12px;font-weight:700;letter-spacing:0.05em;text-transform:uppercase;color:#071D49;margin:0;">Free template</p>
  <p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Chiller maintenance checklist</p>
  <ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
    <li style="margin:4px 0;">Chiller identification: asset ID, make, model, serial number, chiller type (centrifugal, screw, scroll, reciprocating), refrigerant type, location, current operating hours, date and technician name.</li>
    <li style="margin:4px 0;">Compressor: record suction and discharge pressures and temperatures, check oil level and condition on sight glass, listen for abnormal noise or vibration, record motor current (amps) and compare to rated load amps (RLA).</li>
    <li style="margin:4px 0;">Refrigerant circuit: check refrigerant charge level by monitoring superheat and subcooling, inspect for refrigerant leaks using an electronic leak detector or soap solution, record high-side and low-side pressures.</li>
    <li style="margin:4px 0;">Condenser (air-cooled): inspect coil fins for dirt, damage and blockage, check condenser fan operation and motor current, clean coils if the approach temperature exceeds the manufacturer baseline.</li>
    <li style="margin:4px 0;">Condenser (water-cooled): record entering and leaving condenser water temperatures, calculate approach temperature, inspect tube sheets for fouling and corrosion, schedule tube cleaning if approach temperature has increased.</li>
    <li style="margin:4px 0;">Evaporator: record entering and leaving chilled water temperatures, calculate approach temperature, inspect for frost or ice formation indicating low flow or low charge, check insulation condition.</li>
  </ul>
  <p style="font-size:13px;color:#6B7280;margin:14px 0 0;padding-top:12px;border-top:1px solid #E5E7EB;">Free <a href="https://www.maptrack.com/templates/chiller-maintenance-checklist" style="color:#071D49;font-weight:600;text-decoration:none;">Chiller maintenance checklist</a> by MapTrack</p>
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The MapTrack chiller maintenance checklist contains 24 checks across 5 sections.

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