Annual HVAC System Maintenance

Purpose

Define a repeatable annual maintenance protocol for residential heat pump and split-system HVAC equipment under active service contracts. The goal is consistent customer outcomes (no callbacks within 30 days of the visit) and a uniform service report regardless of which technician runs the visit.

Scope

Applies to:

• Split-system air conditioners and heat pumps, 1.5 - 5 ton residential
• Packaged units mounted at-grade or rooftop, residential and light commercial
• Ductless mini-splits, single and multi-zone

Excludes geothermal, hydronic systems, and any unit older than 25 years (those require a separate "Vintage Equipment Assessment" SOP).

Responsibilities

• Dispatcher schedules the visit, confirms 24-hour reminder, ensures the customer's filter size is on the truck
• Lead technician executes the procedure end-to-end and signs the field report
• Customer countersigns the report and is provided a copy by email

Procedure

1. Confirm the unit make, model, and serial against the service record. Flag any mismatch on the report.
2. Replace the return-air filter. Note size and direction of airflow arrow.
3. Inspect the outdoor unit. Clear debris from the condenser coil; straighten any visibly bent fins.
4. Wash the condenser coil with a coil-safe cleaner and rinse low-pressure from inside out.
5. Inspect and tighten all electrical connections at the disconnect, contactor, and capacitor. Replace any visibly bulged capacitor.
6. Measure superheat and subcooling. Record both values on the field report.
7. Test reversing valve operation by cycling between heat and cool modes.
8. Verify thermostat calibration (within ±1°F of a known reference).
9. Photograph the equipment label and the completed field report for the customer file.

Acceptance Criteria

• Superheat within manufacturer specification band
• No visible refrigerant leaks (UV dye or electronic leak detector - choose one and note on report)
• All electrical terminals torqued to spec
• Field report signed by the customer before leaving the site

References

• Manufacturer installation and service manual for the specific make/model
• ACCA Standard 4 (Maintenance of Residential HVAC Systems)
• EPA Section 608 refrigerant handling regulations