Free cooling tower quarterly service procedure
Free cooling tower quarterly service procedure (PDF-ready). Fill media, water treatment, fan motor, drift eliminators and Legionella risk. Download free.
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Updated 26 Oct 2026
Cooling Tower Quarterly Service Procedure
Quarterly service - induced draft cooling tower (crossflow and counterflow)
Fill Media & Basin
Water Treatment
Fan & Drive System
Legionella Risk Management & Compliance
Safety & Access
Operating Data
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Short answer
A cooling tower quarterly service checklist records the hands-on service every three months: fill media, basin cleaning, water treatment and dosing, drift eliminators, fan, motor and bearings, water distribution, bleed valves and operating data. The quarterly interval is maintenance practice, not the legal minimum: NSW, for example, requires monthly Legionella testing. AS/NZS 3666.2:2011 clause 2.5 covers cooling water system maintenance.
Checked against AS/NZS 3666.2:2011 on by the MapTrack templates team. How we check templates
Key takeaways
- The MapTrack cooling tower quarterly service procedure contains 16 checks across 6 sections. Sections covered: Fill Media & Basin, Water Treatment, Fan & Drive System, Legionella Risk Management & Compliance, Safety & Access, Operating Data.
- A quarterly service does not replace monthly checks: NSW requires monthly Legionella and heterotrophic colony count testing under the Public Health Regulation 2022.
- AS/NZS 3666.2:2011 clause 2.5 covers cooling water system maintenance; record readings against the water treatment plan's limits.
- Compare conductivity, pH and biocide readings with earlier visits to spot drift before Legionella results rise.
- Isolate and lock out the fan before entering the tower or touching the drive.
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What is a cooling tower quarterly service procedure?
A quarterly service is the primary scheduled preventive maintenance interval for induced draft cooling towers. It is performed every three months and covers mechanical inspection, water treatment verification, Legionella risk management and operating data collection. The procedure includes inspecting fill media for scaling and biological fouling, cleaning the sump/basin, checking chemical dosing rates and water quality, inspecting drift eliminators, checking the fan motor and drive system, inspecting bearings and the water distribution system, testing valves and logging performance data. Unlike a visual walkthrough, the quarterly service involves hands-on inspection, cleaning and measurement by a qualified HVAC or mechanical technician.
In Australia, cooling tower operators are required to maintain their systems in accordance with AS/NZS 3666.2, which sets out minimum maintenance frequencies for Legionella risk management. The quarterly service is the foundational interval that satisfies these obligations and generates the documentation trail reviewed by state and territory health authorities during compliance audits. Beyond regulatory compliance, consistent quarterly servicing protects energy efficiency by keeping fill media clean and fan systems operating at design capacity. Neglecting quarterly maintenance allows scaling and biofilm to accumulate, which degrades heat rejection performance, increases energy consumption and raises the risk of Legionella proliferation. Facility managers who maintain a complete quarterly service history are better positioned to defend insurance claims, demonstrate duty of care and plan capital expenditure based on observed component condition trends rather than reactive failures.
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Benefits of using this cooling tower quarterly service procedure
- Legionella compliance: regular water treatment checks, temperature monitoring and microbiological sampling reduce the risk of Legionella outbreaks and demonstrate compliance with AS/NZS 3666.
- Energy efficiency: clean fill media, properly functioning drift eliminators and correct fan operation maintain design heat rejection capacity, reducing energy consumption.
- Reduced breakdowns: catching fan motor issues, bearing wear and gearbox problems early prevents unplanned failures that disrupt building cooling.
- Extended equipment life: controlling scaling, corrosion and biological growth through water treatment and regular cleaning extends the life of fill media, basin and structural components.
- Water savings: properly calibrated bleed/blowdown and make-up water systems reduce water waste while maintaining water quality.
- Documentation: a complete service history supports regulatory audits, insurance claims and asset management reporting.
Benefits of digitising forms in MapTrack
When you digitise cooling tower service procedures 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.
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What to include in a cooling tower quarterly service procedure
This cooling tower quarterly service procedure covers 6 key areas:
- Fill media and basin: inspect fill media for scaling, fouling and biological growth, clean sump/basin, inspect drift eliminators.
- Water treatment: check chemical dosing rates, conductivity and biocide residual, check water distribution for even flow, inspect make-up water valve, test bleed/blowdown valve, check overflow and drain.
- Fan and drive system: check fan motor amps, vibration and noise, inspect fan drive (belt or gearbox), inspect fan blades and bearings.
- Legionella risk management: water temperature checks, stagnant area identification, aerosol control, water sampling for microbiological testing.
- Safety and access: inspect access hatches, ladders and safety provisions.
- Operating data: log water temperatures in/out, wet bulb temperature, fan amps and water flow.
How to use this cooling tower quarterly service procedure
- Isolate the cooling tower following your site's lockout/tagout procedure. Ensure the fan is off and power is isolated before accessing internal areas.: Apply lockout/tagout to the fan motor isolator and the condenser water pump if accessing the basin. Confirm zero energy by attempting to start the fan. Wear appropriate PPE including respiratory protection when accessing areas with potential Legionella exposure.
- Record the equipment details, asset ID and service date at the top of the service procedure form.: Record the cooling tower designation, manufacturer, model, capacity (kW), asset ID and the service date. Note the water treatment contractor details and the date of the last Legionella water sample for cross-reference.
- Start with the fill media and basin: inspect fill media for scaling and biological growth, clean the sump/basin to remove debris and biofilm, and inspect drift eliminators.: Visually inspect fill media sheets for white scale deposits (calcium carbonate), green algae or biofilm (slime). Use a pressure washer on a gentle setting to clean accessible sections. Remove debris, sludge and leaves from the basin. Check drift eliminators for damage, blockage or displacement.
- Check the water treatment system: verify chemical dosing rates, conductivity and biocide residual levels. Check water distribution for even flow and inspect the make-up water valve.: Verify the chemical dosing pump is operating and delivering the correct rate (mL per minute). Measure conductivity and compare to the bleed set point. Test biocide residual using the appropriate test kit (chlorine, bromine or non-oxidising biocide). Observe the water distribution across all nozzles for even spray pattern.
- Inspect the fan and drive system: check fan motor running amps, vibration and noise. Inspect fan blades, drive components and bearings. Grease bearings as required.: Clamp the motor supply cables and record running amps on all three phases. Compare to the motor nameplate. Listen for bearing rumble or blade scraping. Inspect fan blade tips for erosion or cracking. Grease motor and fan shaft bearings with the manufacturer-specified grease quantity.
- Complete the Legionella risk management checks: verify water temperatures, check for stagnant areas and review aerosol controls. Take a water sample if due per your risk management plan.: Measure the water temperature at the basin and the return water. Check for dead legs, bypassed sections or stagnant zones where bacteria could proliferate. Verify aerosol drift management measures (drift eliminators, windbreaks) are effective. Collect a water sample for Legionella testing if due per your risk management schedule.
- Inspect access hatches, ladders and safety provisions. Log all operating data including water temperatures, wet bulb and fan amps.: Check that access hatches close and seal properly. Inspect ladder rungs, handrails and platforms for corrosion. Verify safety signage (Legionella warning, maintenance schedule) is visible and current. Record all operating data in the tower log book or digital maintenance system.
- Record any defects or recommendations in the notes section. Set the next service due date and sign off.: List all defects with severity, recommended actions and responsible persons. Flag any water treatment or Legionella concerns for immediate follow-up with the water treatment contractor. Set the next quarterly service date (three months from today) and obtain sign-off from the service technician and the facility manager.
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Get the free templateEnter your email above to download the full cooling tower quarterly service procedure as a PDF.Back to download formHow often should you complete this service procedure?
The quarterly service should be performed every three months (four times per year). This interval aligns with the typical Legionella water sampling schedule and provides sufficient frequency to monitor water treatment effectiveness, mechanical condition and fill media cleanliness. Between quarterly services, water treatment parameters (conductivity, biocide residual, pH) should be checked monthly or as required by your water treatment plan.
The quarterly service frequency is a minimum requirement under AS/NZS 3666. Some jurisdictions and facility risk profiles may require more frequent maintenance or testing. The annual service, which adds the comprehensive overhaul and full Legionella risk assessment, should be scheduled once per year during a period of lower cooling demand.
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Frequently asked questions
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.
| Standard | Edition | Clauses this template relies on | Source |
|---|---|---|---|
| Air-handling and water systems of buildings - Microbial control, Part 2: Operation and maintenanceMaintenance of cooling water systems for microbial control, the basis for the fill, basin, drift eliminator and treatment checks. | AS/NZS 3666.2:2011 |
| Standards Australia and Standards New ZealandSold by the publisher |
| Air-handling and water systems of buildings - Microbial control, Part 3: Performance-based maintenance of cooling water systemsRisk assessment of cooling water systems under performance-based maintenance. | AS/NZS 3666.3:2011 |
| Standards Australia and Standards New ZealandSold by the publisher |
| Public Health Regulation 2022 (NSW)In NSW, sets Legionella control duties for cooling water systems. Other states and territories have their own public health laws. | Public Health Regulation 2022 (NSW), commenced 1 September 2022, text as at 15 January 2026 |
| NSW Parliamentary Counsel's Office (NSW Legislation) |
| Model Work Health and Safety RegulationsCompetent-person maintenance of the fan, motor and drive to the manufacturer's recommendations. | Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011) |
| Safe Work Australia (drafted by the Parliamentary Counsel's Committee) |
Air-handling and water systems of buildings - Microbial control, Part 2: Operation and maintenance
Edition: AS/NZS 3666.2:2011
Maintenance of cooling water systems for microbial control, the basis for the fill, basin, drift eliminator and treatment checks.
- 2.5: Maintenance of cooling water systems
Standards Australia and Standards New ZealandSold by the publisher
Air-handling and water systems of buildings - Microbial control, Part 3: Performance-based maintenance of cooling water systems
Edition: AS/NZS 3666.3:2011
Risk assessment of cooling water systems under performance-based maintenance.
- 2.3: Risk assessment of cooling water systems
Standards Australia and Standards New ZealandSold by the publisher
Public Health Regulation 2022 (NSW)
Edition: Public Health Regulation 2022 (NSW), commenced 1 September 2022, text as at 15 January 2026
In NSW, sets Legionella control duties for cooling water systems. Other states and territories have their own public health laws.
- Part 2: Legionella control for air-handling, hot water, humidifying and cooling water systems, including risk management and inspection.
- s 11: Cooling water systems are maintained under AS/NZS 3666.3:2011, with risk assessments conducted, documented and audited under ss 12 to 14 and sampling under s 17.
- s 12: Risk assessment by or under a competent person before operation, then at least every 12 months for high-risk systems and every 5 years for low or medium risk.
- s 14: Compliance with the risk assessment is audited for each 12-month audit period by a Secretary-approved auditor, within 2 months of the period ending, and notified to council.
- s 17: Water sampled at least monthly and tested for Legionella and heterotrophic colony count, plus monthly inspection and chemical analysis, by a duly qualified person under AS/NZS 3666.3.
- s 18: Reportable results, Legionella of 1,000 cfu/mL or more or heterotrophic colony count of 5 million cfu/mL or more, go to the local government authority within 24 hours.
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 maintenance of the fan, motor and drive to the manufacturer's recommendations.
- 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.
Safe Work Australia (drafted by the Parliamentary Counsel's Committee)
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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Cooling tower quarterly service procedure preview
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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;">Cooling tower quarterly service procedure</p>
<ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
<li style="margin:4px 0;">Fill media and basin: inspect fill media for scaling, fouling and biological growth, clean sump/basin, inspect drift eliminators.</li>
<li style="margin:4px 0;">Water treatment: check chemical dosing rates, conductivity and biocide residual, check water distribution for even flow, inspect make-up water valve, test bleed/blowdown valve, check overflow and drain.</li>
<li style="margin:4px 0;">Fan and drive system: check fan motor amps, vibration and noise, inspect fan drive (belt or gearbox), inspect fan blades and bearings.</li>
<li style="margin:4px 0;">Legionella risk management: water temperature checks, stagnant area identification, aerosol control, water sampling for microbiological testing.</li>
<li style="margin:4px 0;">Safety and access: inspect access hatches, ladders and safety provisions.</li>
<li style="margin:4px 0;">Operating data: log water temperatures in/out, wet bulb temperature, fan amps and water flow.</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/cooling-tower-quarterly-service" style="color:#071D49;font-weight:600;text-decoration:none;">Cooling tower quarterly service procedure</a> by MapTrack</p>
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The MapTrack cooling tower quarterly service procedure contains 16 checks across 6 sections.
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- MapTrack Cooling tower quarterly service procedure, https://www.maptrack.com/templates/cooling-tower-quarterly-service
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- MapTrack. (2026). Cooling tower quarterly service procedure [Checklist template]. Retrieved from https://www.maptrack.com/templates/cooling-tower-quarterly-service
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