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Free water treatment log

Free HVAC water treatment log (PDF-ready). Record chemical dosing conductivity biocide and Legionella sampling for cooling towers per AS/NZS 3666.

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FreePDFUpdated Oct 2026

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These templates are free general guides provided as-is. They do not constitute legal, safety or compliance advice. You are responsible for ensuring any form meets your specific workplace obligations, industry standards and applicable regulations.

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Updated 26 Oct 2026

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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 water treatment log records the running history of a cooling tower or condenser water system: conductivity, pH, biocide residual, dosing chemicals and quantities, bleed-off, and microbiological and Legionella sample dates and results. The water treatment contractor and the building operator make entries at each visit and between visits. AS/NZS 3666.2:2011 covers cooling water maintenance and records; state public health law sets the binding Legionella requirements.

Checked against AS/NZS 3666.2:2011 on by the MapTrack templates team. How we check templates

Key takeaways

  • The MapTrack water treatment log has 9 columns and room for 22 entries. Columns: Date, System / tower, Parameter / chemical, Reading, Unit, Spec range, Qty dosed, Action taken, Initials.
  • AS/NZS 3666.2:2011 clause 2.5 covers cooling water system maintenance, and clause 2.6 covers operating manuals and maintenance records.
  • AS/NZS 3666.3:2011 is the performance-based option for cooling water systems, with Legionella monitoring in clause 3.2 and records in clause 3.7.
  • In NSW, Part 2 of the Public Health Regulation 2022 sets Legionella control duties; it replaced the repealed 2012 Regulation.
  • Sampling frequencies are set by state public health law and vary; check yours rather than assuming a quarterly Legionella interval.
  • Record each laboratory result with the sample date, the laboratory and the action taken on any out-of-range result.

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Used by construction, mining and field service teams

Saunders InternationalMineral ResourcesSupagasHacer GroupMetro TunnelUltrabuilt

What is a water treatment log?

A water treatment log is a regulatory compliance register used to record every chemical dosing water test result and microbiological sample for cooling towers condenser water loops and other regulated water systems in HVAC plant. Unlike a service checklist that captures point-in-time inspection results the water treatment log is a running record kept across the full operational year with entries made by the water treatment contractor on each visit and by the building operator between visits. The log captures water chemistry parameters (conductivity pH free halogen biocide residual) make-up and bleed-off volumes dosing chemicals and quantities Legionella sample dates and laboratory results so the building owner can demonstrate continuous control of microbial risk to state and territory health authorities.

In Australia AS/NZS 3666.2 requires that cooling towers and warm water systems be operated and maintained to control Legionella risk with monthly water testing monthly heterotrophic plate count and quarterly Legionella sampling at a minimum. ASHRAE Standard 188 provides the international Legionella water management framework that many large building owners adopt voluntarily. State public health legislation (such as the Public Health Regulation 2022 in New South Wales) requires cooling tower owners to register their assets and submit annual compliance reports based on the water treatment log. A complete signed log is the primary evidence reviewed during a public health audit an insurance claim or an outbreak investigation and gaps in the record carry significant regulatory consequences. MapTrack helps building operators retain water treatment logs digitally against each cooling tower asset so historical chemistry trends and laboratory results are available for trending and audit response.

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Benefits of using this water treatment log

  • Public health compliance: a complete water treatment log demonstrates ongoing control of Legionella risk to state health authorities under AS/NZS 3666.2 and the relevant state public health regulation
  • Audit response: signed entries with date contractor and laboratory references provide the evidence that auditors and inspectors review during a routine compliance check or outbreak investigation
  • Chemistry trending: continuous logging of conductivity pH and biocide residual reveals dosing drift scaling risk and corrosion conditions before they cause heat exchanger failure or biofilm proliferation
  • Contractor accountability: every visit is recorded with technician name signature and chemical batch numbers creating a clear chain of responsibility for the water treatment programme
  • Insurer protection: a properly maintained log is a recognised loss-prevention control that supports building insurance claims for water-related damage and limits liability exposure
  • Operational savings: tracking make-up water bleed-off and chemical usage identifies opportunities to optimise cycles of concentration and reduce water and chemical spend across the portfolio

Benefits of digitising forms in MapTrack

When you digitise cooling tower logs 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.
  • Log refrigerant charge weights and leak-check results against each unit.
  • Schedule seasonal changeover inspections for each unit by date.
  • Track filter, belt and coil replacement intervals per system.

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Less loss and downtime

“Doing monthly site audits in MapTrack has drastically reduced our equipment loss and downtime.”
Axis Services Group

Khalid El-Hussein

NSW Store Manager, Axis Services Group

What to include in a water treatment log

This water treatment log covers 10 key areas:

  • Asset details: site cooling tower designation make model capacity water volume and registration number with the local health authority
  • Date and visit details: entry date water treatment contractor technician name and signature for every recorded visit
  • Water chemistry: conductivity pH free halogen or biocide residual total dissolved solids and corrosion indicators measured on site
  • Dosing record: chemicals added quantity batch number dose calculation and the running stock on hand after the visit
  • Make-up and bleed-off: meter reading for make-up water and bleed-off calculated cycles of concentration and any blowdown adjustment made
  • Microbiological sampling: dipslide heterotrophic plate count result sample date laboratory used and Legionella result with the colony-forming-units count
  • Visual inspection: basin and sump condition fill media fouling drift eliminator condition and any biofilm or scaling observations
  • Corrective actions: any water chemistry deviation dosing adjustment system disinfection or remedial cleaning carried out and the result
  • Compliance certifications: annual risk management plan review contractor licence reference and the date the latest disinfection (shock chlorination) was performed
  • Sign-off: contractor signature building operator acknowledgement and laboratory report attachment reference

How to use this water treatment log

  1. Set up the asset entry: record the cooling tower designation capacity in kilowatts or litres water volume manufacturer and the registration number issued by the local public health authority before any operational entries are made
  2. Record each contractor visit: at every water treatment contractor visit enter the date technician name company and signature alongside any conductivity pH free halogen and biocide residual measurements taken on site
  3. Log all chemical dosing: capture the chemical added quantity in litres or kilograms the batch number dose calculation method and the running stock balance after the visit so the chemical usage trend can be reviewed for the year
  4. Document make-up and bleed-off: read the make-up water meter and bleed-off meter calculate the cycles of concentration from conductivity ratios and record any blowdown adjustment made to maintain the target cycles
  5. Capture microbiological results: at every dipslide test record the heterotrophic plate count result and at every laboratory Legionella sample log the sample date laboratory the species detected and the colony-forming-units result against the AS/NZS 3666.3 action thresholds
  6. Address deviations: where any parameter falls outside the risk management plan limits record the deviation the corrective dosing or disinfection action taken the date and the post-action verification result that confirms control was restored
  7. Close the visit with sign-off: obtain the contractor signature the building operator acknowledgement attach the laboratory report reference and set the next scheduled visit date in the asset record

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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How often should you complete this log?

Water treatment contractor visits are typically monthly for routine commercial cooling towers with weekly biocide checks and continuous conductivity logging between visits where automated dosing is installed. AS/NZS 3666.3 sets the monitoring of heterotrophic counts and Legionella, and your state public health regulation may set its own sampling frequency, so check both for the interval that applies. The water treatment log should contain a continuous record across the operational year.

State public health legislation in jurisdictions such as New South Wales Victoria and Queensland imposes registration and annual reporting obligations on cooling tower owners with audit-ready logs presented to the local health authority each year. Annual risk management plan reviews six-monthly maintenance inspections and any shock chlorination event must also be recorded. MapTrack can hold every entry against the asset record so historical chemistry is available for trending and audit response.

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Frequently asked questions

AS/NZS 3666.2 is the primary standard for cooling towers and warm water systems and requires that systems be operated and maintained to control Legionella risk. AS/NZS 3666.3 sets out the performance-based microbial control requirements, including monitoring of heterotrophic counts and Legionella; check the current edition and your state regulation for the sampling frequency. State public health regulations (such as the Public Health Regulation 2022 in New South Wales) require cooling tower owners to register assets and submit annual compliance reports. ASHRAE Standard 188 provides the international Legionella water management framework that many large building owners adopt voluntarily.

AS/NZS 3666.3 sets the Legionella and heterotrophic count monitoring for cooling towers, and state public health regulations may set the minimum sampling frequency, so check both for the interval that applies. Increased sampling frequency is required after any disinfection event system commissioning or restart from shutdown and where laboratory results indicate microbial control has been lost. Some state health authorities require more frequent testing in critical environments such as hospitals or aged care facilities. Each sample must be recorded in the water treatment log with the laboratory used and the colony-forming-units result.

The cooling tower owner or occupier is legally responsible for maintaining the water treatment log under state public health legislation. In practice the day-to-day log entries are made by the engaged water treatment contractor at every visit with the building operator acknowledging entries and tracking deviations. Both parties share responsibility for ensuring entries are complete dated and signed and that laboratory reports are attached. The log must be retained on site and presented to the local health authority during compliance audits.

A water treatment log is a continuous compliance register that captures chemical dosing water chemistry microbiological sampling and remedial actions across the operational year. A cooling tower service procedure is a point-in-time mechanical maintenance task carried out quarterly that inspects the fan fill media basin drift eliminators and pumps. Both records sit alongside each other in the asset history. The water treatment log focuses on chemistry and Legionella risk. The service procedure focuses on mechanical condition and reliability.

Retention periods for water treatment records are set by state public health regulations and differ between jurisdictions, so check the regulation where the tower is registered. Insurance contracts and lease agreements often impose longer retention requirements. Records must be available for inspection by the local public health authority at any reasonable time and a missing log during an outbreak investigation is treated as evidence of non-compliance. MapTrack retains every log entry digitally against the asset for the lifetime of the system.

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.

  • 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, and the operating manuals and maintenance records this log forms part of.

    • 2.5: Maintenance of cooling water systems
    • 2.6: Operating and maintenance manuals and maintenance records

    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

    Performance-based option for cooling water systems: Legionella monitoring and records of results.

    • 3.2: Monitoring for the presence of legionellae
    • 3.7: Results and records of performance monitoring

    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

    NSW Legionella control duties for cooling water systems; replaced the repealed 2012 Regulation.

    • Part 2: Legionella control for air-handling, hot water, humidifying and cooling water systems, including risk management and inspection.

    NSW Parliamentary Counsel's Office (NSW Legislation)

  • ANSI/ASHRAE Standard 188 Legionellosis: Risk Management for Building Water Systems

    Edition: ANSI/ASHRAE Standard 188-2021, with Addendum e (1 October 2021)

    US Legionella risk management standard some building owners adopt voluntarily.

    ASHRAESold 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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Water treatment log preview

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<div style="max-width:480px;font-family:system-ui,-apple-system,'Segoe UI',Roboto,sans-serif;border:1px solid #E5E7EB;border-radius:12px;padding:20px;background:#ffffff;">
  <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;">Water treatment log</p>
  <ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
    <li style="margin:4px 0;">Asset details: site cooling tower designation make model capacity water volume and registration number with the local health authority</li>
    <li style="margin:4px 0;">Date and visit details: entry date water treatment contractor technician name and signature for every recorded visit</li>
    <li style="margin:4px 0;">Water chemistry: conductivity pH free halogen or biocide residual total dissolved solids and corrosion indicators measured on site</li>
    <li style="margin:4px 0;">Dosing record: chemicals added quantity batch number dose calculation and the running stock on hand after the visit</li>
    <li style="margin:4px 0;">Make-up and bleed-off: meter reading for make-up water and bleed-off calculated cycles of concentration and any blowdown adjustment made</li>
    <li style="margin:4px 0;">Microbiological sampling: dipslide heterotrophic plate count result sample date laboratory used and Legionella result with the colony-forming-units count</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/hvac-water-treatment-log" style="color:#071D49;font-weight:600;text-decoration:none;">Water treatment log</a> by MapTrack</p>
</div>

Free to reuse, including commercially. This template is published under a Creative Commons Attribution 4.0 licence. Copy it, adapt it, put it on your own site or in your own docs. All we ask is that you credit MapTrack with a link back to this page. The snippet above already includes that credit, so if you use it as-is you’re covered.

Cite this template

Writing about this topic? You’re welcome to quote this checklist. Here’s the wording to use so your readers can find the original.

The MapTrack water treatment log has 9 columns and room for 22 entries.

Short attribution
MapTrack Water treatment log, https://www.maptrack.com/templates/hvac-water-treatment-log
Reference list
MapTrack. (2026). Water treatment log [Checklist template]. Retrieved from https://www.maptrack.com/templates/hvac-water-treatment-log

Free to reuse with credit under a Creative Commons Attribution 4.0 licence. If you’d rather link straight to it, the page is https://www.maptrack.com/templates/hvac-water-treatment-log.

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