Free cooling tower annual service checklist
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A comprehensive annual service procedure for induced draft cooling towers. Includes all quarterly service tasks plus fill media replacement assessment, full fan motor overhaul, gearbox oil change, structural corrosion inspection, basin re-coating, sensor calibration and a full Legionella risk assessment per AS/NZS 3666. Includes fluid and chemical specifications, parts list and technician sign-off. This page explains what the service involves, how to perform it, and offers a free PDF-ready form you can download straight away.
Last updated: 2026-03-26 · MapTrack
Commercial Director
How to use: Complete the quarterly service first (carry-forward). Then fill equipment details and work through each additional annual action. Tick Done as each task is completed. Record any defects found, set the next service due date and sign off.
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See the first part of the service procedure below. Enter your email above to download the full cooling tower annual service procedure (PDF-ready).
What is a cooling tower annual service?
A cooling tower annual service is a comprehensive preventive maintenance event that includes all quarterly service tasks plus additional annual items. It is the highest tier of scheduled maintenance and addresses structural integrity, major component overhaul, sensor calibration and full regulatory compliance. The annual service adds fill media replacement assessment (where scaling or biological fouling is beyond cleaning), a full fan motor service (bearings, insulation resistance test/megger, vibration analysis), gearbox oil change for gear-driven fans, structural steel corrosion inspection, basin re-coating, nozzle replacement, water treatment sensor calibration, full Legionella risk assessment per AS/NZS 3666, and a compliance report documenting all findings. It takes approximately 6 to 10 hours depending on tower size and condition.
Benefits of annual cooling tower servicing
- Full regulatory compliance: the annual Legionella risk assessment per AS/NZS 3666 ensures your cooling tower meets public health requirements and generates documentation for audits.
- Structural integrity: annual corrosion inspection and steel thickness measurement catches degradation before it becomes a safety risk or requires emergency repair.
- Major component longevity: fan motor overhaul, gearbox oil change and bearing replacement during the annual service extends the life of the most expensive mechanical components.
- Accurate monitoring: calibrating water treatment sensors (conductivity, pH, ORP) ensures chemical dosing is correct, preventing both under-treatment and chemical waste.
- Basin protection: re-coating the basin with epoxy or protective coating prevents corrosion and leaks, extending the life of the tower structure.
- Complete documentation: the compliance report generated at the annual service provides a full record of tower condition, test results and any remediation actions.
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Additional annual service actions
The annual service includes all 16 quarterly service actions plus 13 additional annual items across 5 system areas:
- Fill media and structure: replace fill media sections if degraded, inspect structural steel for corrosion, re-coat basin, inspect louvres and intake screens.
- Fan and motor: full fan motor service (bearings, insulation resistance/megger, vibration analysis), gearbox oil change.
- Water treatment and distribution: replace worn nozzles, calibrate water treatment controllers and sensors, service make-up water valve assembly.
- Compliance and Legionella: full Legionella risk assessment per AS/NZS 3666, compliance report documenting all findings and test results.
- Mechanical: inspect vibration isolators and mounting bolts, check basin heater (if fitted).
Fluid and chemical specifications
General fluid and chemical specifications for cooling tower annual maintenance. At the annual service, gearbox oil is fully drained and replaced.
| System | Type / Grade | Notes |
|---|---|---|
| Water treatment chemicals | Biocide, anti-scale, corrosion inhibitor | Per water treatment plan |
| Gearbox oil (gear-driven fans) | EP 220 / 320 | Full change at annual |
| Bearing grease | EP2 | As required |
| Basin coating | Epoxy or polyurethane | If re-coating |
| Calibration solutions | pH, conductivity, ORP standards | For sensor calibration |
Specifications are general guidelines. Always refer to the cooling tower manufacturer's manual and your water treatment provider's recommendations.
Parts and consumables
Have the following parts and consumables ready before starting the annual service (in addition to quarterly items):
- Gearbox oil EP 220/320 (full change)
- Motor bearings (if replacing)
- Fill media sections (if replacing)
- Basin coating (epoxy or polyurethane)
- Replacement distribution nozzles
- Drift eliminator sections (if damaged)
- Calibration solutions (pH, conductivity, ORP)
- Water treatment chemicals
- Bearing grease EP2
Confirm specific requirements with your water treatment provider and cooling tower manufacturer before the service.
How to perform a cooling tower annual service
- Complete the quarterly service procedure first. The annual service carries forward all quarterly tasks.
- Isolate the cooling tower and prepare for extended maintenance. The annual service typically takes 6 to 10 hours.
- Assess fill media condition: replace sections where scaling or biological fouling is beyond cleaning. Inspect structural steel and measure steel thickness if corrosion is a concern.
- Perform the full fan motor service: check bearings, run insulation resistance test (megger), conduct vibration analysis. Change gearbox oil on gear-driven fans.
- Clean and re-coat the basin with epoxy or protective coating. Replace worn distribution nozzles.
- Calibrate all water treatment controllers and sensors (conductivity, pH, ORP). Service the make-up water valve assembly.
- Conduct the full Legionella risk assessment per AS/NZS 3666. Document all findings, test results and any remediation actions in the compliance report.
- Inspect louvres, intake screens, vibration isolators and basin heater (if fitted). Set the next service due dates and sign off.
In MapTrack, you can schedule annual and quarterly services, get automatic reminders, complete procedures on mobile and maintain a full compliance trail. Book a demo to see how.
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Back to download formCooling tower service interval hierarchy
Cooling tower maintenance follows a tiered schedule where each level includes all tasks from the level below.
Fill media, water treatment, fan and drive, Legionella checks, operating data. Estimated 2-3 hours.
Annual service (you are here)
All quarterly tasks plus fill media replacement, fan overhaul, gearbox oil change, structural inspection, sensor calibration and full Legionella risk assessment. Estimated 6-10 hours.
In MapTrack, you can configure service schedules by calendar date and receive automatic alerts when each interval is due.
Frequently asked questions
- What is included in a cooling tower annual service?
- A cooling tower annual service includes all quarterly service tasks (fill media inspection, water treatment checks, fan motor and bearings, Legionella risk management) plus additional annual items: fill media replacement assessment, full fan motor overhaul (bearings, insulation resistance test, vibration analysis), gearbox oil change for gear-driven fans, structural steel and framework corrosion inspection, basin re-coating, distribution nozzle replacement, water treatment sensor calibration, full Legionella risk assessment per AS/NZS 3666, louvre and intake screen inspection, vibration isolator checks, and basin heater inspection. It takes approximately 6 to 10 hours.
- What is AS/NZS 3666 and why does it matter for cooling towers?
- AS/NZS 3666 is the Australian/New Zealand Standard for air-handling and water systems of buildings, including cooling towers. Part 1 covers design and installation, Part 2 covers operation and maintenance, and Part 3 covers performance-based maintenance. The standard requires cooling tower operators to implement risk management plans for Legionella control, including regular maintenance, water treatment and testing. Compliance is mandatory under state and territory public health regulations. The annual service includes a full Legionella risk assessment per this standard.
- How often should gearbox oil be changed on a gear-driven cooling tower fan?
- Gearbox oil on gear-driven cooling tower fans should typically be changed annually during the annual service. The oil grade is usually EP 220 or EP 320 depending on the gearbox manufacturer. The oil level should be checked at every quarterly service and topped up if low. If oil analysis shows contamination or degradation before the annual interval, change it earlier. Always refer to the gearbox manufacturer manual for your specific unit.
- Is the template free to use without MapTrack?
- Yes. Download and use the cooling tower annual service procedure for free. Open the file and use your browser's Print, then Save as PDF. No MapTrack account required. If you later want digital service procedures with scheduling, compliance tracking and alerts, we would be happy to show you MapTrack.
Need digital service procedures for facilities equipment?
Register every cooling tower in MapTrack. Set up quarterly and annual service schedules, complete procedures on mobile, track Legionella compliance, and get automatic alerts when the next service is due.