Free rooftop unit quarterly service procedure
Free rooftop unit quarterly service checklist (PDF-ready). Covers compressor condenser economiser belts filters and gas heating section. Download free.
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Updated 26 Oct 2026
Rooftop Unit Quarterly Service Procedure
Preventive maintenance checklist for packaged rooftop HVAC units at quarterly intervals
Filters and Airflow
Condenser Section
Refrigeration Circuit
Economiser
Gas Heating (if fitted)
Electrical and Controls
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Short answer
A rooftop unit quarterly service procedure records filters, belts, condenser and evaporator coils, refrigerant pressures, compressor amps, economiser operation, gas heating and controls for packaged rooftop units. Technicians service units every three months, a common interval or the manufacturer's. AS/NZS 3666.2:2011 clause 2.3 covers maintenance of air-handling systems for microbial control, and work risking fluorocarbon refrigerant emissions needs a licence.
Checked against AS/NZS 3666.2:2011 on by the MapTrack templates team. How we check templates
Key takeaways
- The MapTrack rooftop unit quarterly service procedure contains 29 checks across 6 sections. Sections covered: Filters and Airflow, Condenser Section, Refrigeration Circuit, Economiser, Gas Heating (if fitted), Electrical and Controls.
- Quarterly servicing is common practice; check the manufacturer's schedule and warranty conditions for the actual interval.
- Work that risks emissions of fluorocarbon refrigerants such as HFCs, including recovering gas, needs an ARCtick licence under regulation 111, unless an exemption applies.
- AS/NZS 3666.2:2011 clause 2.3 covers air-handling maintenance, and clause 2.6 the maintenance records to keep.
- Regulation 213 of the model WHS Regulations, not the WHS Act, sets plant maintenance and inspection by a competent person.
- Record filter changes, belt condition and coil cleanliness each visit so condenser fouling trends are visible.
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What is a rooftop unit quarterly service procedure?
A rooftop unit quarterly service is a scheduled preventive maintenance procedure for packaged rooftop HVAC units performed every three months. MapTrack helps HVAC contractors manage rooftop unit servicing with digital checklists that technicians complete on-site from any mobile device. The service covers the refrigeration circuit, compressor, condenser coil, evaporator coil, economiser section, filters, belts, gas heating section and controls. A structured quarterly service ensures consistent quality across large portfolios of rooftop units regardless of which technician attends.
Rooftop units are the workhorse of commercial HVAC in Australia, powering offices, retail spaces, warehouses and light industrial buildings. Because they are fully exposed to weather on the roof, quarterly servicing is critical to catch corrosion, condenser fouling and belt wear before they cause comfort complaints or compressor failure. Documented service records also demonstrate compliance with the WHS Act, protect manufacturer warranty coverage and provide the data needed for lifecycle cost analysis and capital replacement planning.
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Benefits of using this rooftop unit quarterly service procedure
- Reduced breakdowns: catching condenser fouling belt wear and refrigerant issues quarterly prevents mid-summer compressor failures
- Energy savings: clean condenser coils and correct refrigerant charge reduce compressor energy consumption significantly
- Compliance: documented service records demonstrate the PCBU has met their plant maintenance obligations under the WHS Act
- Consistent quality: a structured procedure ensures every rooftop unit receives the same thorough service regardless of technician
- Extended compressor life: monitoring suction and discharge pressures superheat and subcooling protects the compressor from damage
- Warranty protection: most manufacturers require documented quarterly servicing to maintain warranty coverage on rooftop units
Benefits of digitising forms in MapTrack
When you digitise rooftop unit 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.
- 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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NSW Store Manager, Axis Services Group
What to include in a rooftop unit quarterly service procedure
This rooftop unit quarterly service procedure covers 8 key areas:
- Filters: inspect and replace return air filters and check filter rack seals
- Condenser coil: inspect for fouling debris and corrosion then clean with approved coil cleaner
- Evaporator coil: inspect condition check condensate drain pan and verify drain flow
- Compressor: record suction and discharge pressures running amps oil level and check for unusual noise or vibration
- Belts and pulleys: check supply fan belt tension alignment and wear then replace if cracked or glazed
- Economiser: verify damper operation actuator stroke and minimum position setpoint
- Gas heating section: inspect burners igniter flame sensor heat exchanger and flue for cracks or corrosion
- Electrical and controls: check contactor condition thermostat operation safety controls and wiring connections
How to use this rooftop unit quarterly service procedure
- Access and isolate: set up safe roof access following site height safety procedures, then lock out the rooftop unit at the local isolator, confirm zero energy on all circuits and display isolation tags
- Inspect and replace filters: remove return air filters and note their condition, install new filters of the correct size and rating, and check the filter rack for bypass gaps that would allow unfiltered air into the unit
- Clean condenser coil: remove any debris from the condenser guard and surrounding area, apply approved coil cleaner to the condenser fins, and rinse with low-pressure water from the inside out to clear accumulated fouling
- Check refrigeration circuit: connect refrigerant gauges and record suction pressure, discharge pressure, superheat and subcooling values, then compare all readings to the manufacturer specifications for current ambient conditions
- Inspect fan and belts: check supply fan belt tension and condition for cracking or glazing, inspect pulleys for wear or misalignment, and measure motor running amps against the nameplate rating to confirm normal operation
- Test economiser and controls: cycle the economiser damper through its full range of travel, verify the minimum outside air position meets the design ventilation specification, and check thermostat setpoint and staging operation
- Document and close out: record all readings, findings and any corrective actions taken in the service form, obtain the site representative signature for sign-off and set the next quarterly service date in the scheduling system
In MapTrack, you can track HVAC maintenance and service schedules. Each submission is stored as a timestamped PDF against the asset record.
Get the free templateEnter your email above to download the full rooftop unit quarterly service procedure as a PDF.Back to download formHow often should you complete this service procedure?
Rooftop units should receive a quarterly preventive maintenance service as a minimum. Most manufacturers specify quarterly servicing to maintain warranty coverage. For units in coastal areas or dusty environments condenser coil cleaning may be needed monthly during peak cooling season in addition to the quarterly service.
Under the Australian WHS Regulations (regulation 213) the person with management or control of plant must ensure it is maintained, inspected and, if necessary, tested by a competent person so it remains safe. Rooftop units also fall under the Ozone Protection and Synthetic Greenhouse Gas Management Act when refrigerant work is performed. All refrigerant handling must be carried out by a technician holding a current ARCtick licence.
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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 air-handling systems for microbial control, and the maintenance records to keep. | AS/NZS 3666.2:2011 |
| Standards Australia and Standards New ZealandSold by the publisher |
| Ozone Protection and Synthetic Greenhouse Gas Management Regulations 1995Air conditioning work that risks emissions of fluorocarbon refrigerants such as HFCs needs a refrigerant handling licence, administered by ARCtick, unless an exemption applies. | Compilation F2026C00546, effective 2026-07-01, registered 2026-07-02; current as at 2026-10-26 (Federal Register of Legislation) |
| Commonwealth of Australia (Federal Register of Legislation) |
| Ozone Protection and Synthetic Greenhouse Gas Management Act 1989The Act behind refrigerant controls; the licences themselves are made under the 1995 Regulations. | Compilation C2026C00241, effective 2026-07-01, registered 2026-07-01; current as at 2026-10-26 (Federal Register of Legislation) | Whole instrument | Commonwealth of Australia (Federal Register of Legislation) |
| Model Work Health and Safety RegulationsPlant maintenance and inspection by a competent person. Model law: check your state's version. | 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) |
| Model Work Health and Safety Act (Model Work Health and Safety Bill)Primary duty of care, so far as is reasonably practicable, including safe plant. | Model WHS Bill as at 5 December 2025 (includes the Model WHS Legislation Amendment (Incident Notification) 2025) |
| Safe Work Australia (drafted by the Parliamentary Counsel's Committee) |
| The use of ventilation and airconditioning in buildings, Part 2: Mechanical ventilation in buildingsCurrent mechanical ventilation standard, AS 1668.2:2024 (AS, not AS/NZS), relevant to the outside air the economiser supplies. | AS 1668.2:2024 | Whole instrument | Standards AustraliaSold by the publisher |
Air-handling and water systems of buildings - Microbial control, Part 2: Operation and maintenance
Edition: AS/NZS 3666.2:2011
Maintenance of air-handling systems for microbial control, and the maintenance records to keep.
- 2.3: Maintenance of air-handling systems
- 2.6: Operating and maintenance manuals and maintenance records
Standards Australia and Standards New ZealandSold by the publisher
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)
Air conditioning work that risks emissions of fluorocarbon refrigerants such as HFCs needs a refrigerant handling licence, administered by ARCtick, unless an exemption applies.
- 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.
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)
The Act behind refrigerant controls; the licences themselves are made under the 1995 Regulations.
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)
Plant maintenance and inspection by a competent person. Model law: check your state's version.
- 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)
Model Work Health and Safety Act (Model Work Health and Safety Bill)
Edition: Model WHS Bill as at 5 December 2025 (includes the Model WHS Legislation Amendment (Incident Notification) 2025)
Primary duty of care, so far as is reasonably practicable, including safe plant.
- s 19: Primary duty of care: a PCBU must ensure, so far as is reasonably practicable, the health and safety of workers and others, including safe plant, systems, training and supervision.
Safe Work Australia (drafted by the Parliamentary Counsel's Committee)
The use of ventilation and airconditioning in buildings, Part 2: Mechanical ventilation in buildings
Edition: AS 1668.2:2024
Current mechanical ventilation standard, AS 1668.2:2024 (AS, not AS/NZS), relevant to the outside air the economiser supplies.
Standards AustraliaSold 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.
Rooftop unit 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;">Rooftop unit 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;">Filters: inspect and replace return air filters and check filter rack seals</li>
<li style="margin:4px 0;">Condenser coil: inspect for fouling debris and corrosion then clean with approved coil cleaner</li>
<li style="margin:4px 0;">Evaporator coil: inspect condition check condensate drain pan and verify drain flow</li>
<li style="margin:4px 0;">Compressor: record suction and discharge pressures running amps oil level and check for unusual noise or vibration</li>
<li style="margin:4px 0;">Belts and pulleys: check supply fan belt tension alignment and wear then replace if cracked or glazed</li>
<li style="margin:4px 0;">Economiser: verify damper operation actuator stroke and minimum position setpoint</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/rooftop-unit-quarterly-service" style="color:#071D49;font-weight:600;text-decoration:none;">Rooftop unit quarterly service procedure</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.
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The MapTrack rooftop unit quarterly service procedure contains 29 checks across 6 sections.
- Short attribution
- MapTrack Rooftop unit quarterly service procedure, https://www.maptrack.com/templates/rooftop-unit-quarterly-service
- Reference list
- MapTrack. (2026). Rooftop unit quarterly service procedure [Checklist template]. Retrieved from https://www.maptrack.com/templates/rooftop-unit-quarterly-service
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/rooftop-unit-quarterly-service.
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