Free cooling tower quarterly service checklist
Enter your email below to download the PDF-ready service procedure. No account required.
A step-by-step quarterly service procedure for induced draft cooling towers (crossflow and counterflow). Covers fill media inspection, sump cleaning, water treatment checks, drift eliminator inspection, fan motor and drive checks, bearing lubrication, Legionella risk management and operating data logging. 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: Fill equipment details, then work through each service action. Tick Done as each task is completed. Record chemical quantities, operating data and any defects found. Set the next service due date and sign off.
- ✓ PDF-ready. Open and print to PDF
- ✓ Includes fluid specs, parts list and sign-off
- ✓ Free to use with or without MapTrack
Download free PDF template
Trusted by Australian facilities and maintenance teams
We use your email to send your download and occasional MapTrack updates. Unsubscribe anytime. Privacy policy
Preview the template
See the first part of the service procedure below. Enter your email above to download the full cooling tower quarterly service procedure (PDF-ready).
What is a cooling tower quarterly service?
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.
Benefits of scheduled cooling tower servicing
- 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 move from paper or static PDFs to digital forms 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).
Book a demo to see digital service procedures and calendar-based scheduling in MapTrack.
Service actions included in the quarterly procedure
This service procedure covers 16 service actions across 6 system 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.
Fluid and chemical specifications
General fluid and chemical specifications for cooling tower quarterly maintenance. Requirements vary by installation and water treatment plan.
| System | Type / Grade | Notes |
|---|---|---|
| Water treatment chemicals | Biocide, anti-scale, corrosion inhibitor | Per water treatment plan |
| Gearbox oil (gear-driven fans) | EP 220 / 320 | Check level, top up |
| Bearing grease | EP2 | As required |
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 quarterly service:
- Water treatment chemicals (biocide, anti-scale, corrosion inhibitor)
- Replacement nozzles (if blocked or worn)
- Drift eliminator sections (if damaged)
- Bearing grease EP2
- Gearbox oil EP 220/320 (if gear-driven, for top-up)
- Water sample bottles (for microbiological testing)
Confirm specific chemical and part requirements with your water treatment provider and cooling tower manufacturer.
How to perform a cooling tower quarterly service
- Isolate the cooling tower following your site's lockout/tagout procedure. Ensure the fan is off and power is isolated before accessing internal areas.
- Record the equipment details, asset ID and service date at the top of the service procedure form.
- 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.
- 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.
- 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.
- 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.
- Inspect access hatches, ladders and safety provisions. Log all operating data including water temperatures, wet bulb and fan amps.
- Record any defects or recommendations in the notes section. Set the next service due date and sign off.
In MapTrack, you can schedule services on a calendar, get automatic reminders, complete service procedures on mobile and link every record to the asset. Book a demo to see how.
Get the free template
Enter your email above to download the cooling tower quarterly service procedure.
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. This is called carry-forward or cumulative servicing.
Quarterly service (you are here)
Fill media, water treatment, fan and drive, Legionella checks, operating data. Estimated 2-3 hours.
All quarterly tasks plus fill media replacement assessment, fan motor overhaul, gearbox oil change, structural inspection, sensor calibration and full Legionella risk assessment per AS/NZS 3666. 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 quarterly service?
- A cooling tower quarterly service covers inspecting fill media for scaling and biological growth, cleaning the sump/basin, checking the water treatment system (dosing rates, conductivity, biocide residual), inspecting drift eliminators, checking the fan motor (amps, vibration, noise), inspecting fan blades and bearings, checking the water distribution system for even flow, testing bleed/blowdown valves, Legionella risk management checks (water temperature, stagnant areas, aerosol control), and logging operating data. It takes approximately 2 to 3 hours.
- How often should a cooling tower be serviced?
- Cooling towers require quarterly preventive maintenance covering water treatment, mechanical inspection and Legionella risk management. An annual service adds fill media replacement assessment, full fan motor overhaul, gearbox oil change (gear-driven fans), structural inspection, sensor calibration and a full Legionella risk assessment per AS/NZS 3666. Water treatment monitoring (chemical dosing, conductivity) should be checked more frequently, often monthly or as required by your water treatment plan.
- Why is Legionella testing important for cooling towers?
- Cooling towers create warm, aerated water conditions that can support Legionella bacteria growth. If Legionella-contaminated aerosols are released from the tower, they can cause Legionnaires disease, a serious form of pneumonia. Australian regulations and AS/NZS 3666 require cooling tower operators to implement risk management plans including regular water testing, treatment and maintenance. The quarterly service includes Legionella risk checks and water sampling when due per your plan.
- Is the template free to use without MapTrack?
- Yes. Download and use the cooling tower quarterly 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.