Cooling Proactive Maintenance: Checklists, Benefits and What to Expect with TRI-AIR SYSTEMS
Cooling Proactive Maintenance Checklists

Preventive maintenance keeps installed systems running at optimal efficiency and helps to avoid unnecessary breakdowns. Commercial heating, ventilation, and air conditioning (HVAC) systems are no exception. Partnering with the right service provider that will ensure all maintenance for your cooling system is comprehensive and performed correctly promises many benefits that make it worth the investment.

Your system’s cooling system comprises coils that carry the refrigerant that allows for optimal thermal transfer between system components. The air handler, compressor, condenser and evaporator, thermal expansion valve, and thermostat all work together to expel heat from your building and keep it cool. A thorough inspection of each of the primary components at a reasonable interval is a critical element of cooling system preventive maintenance. The efficiency and reliability of this cooling system will depend heavily on its proper maintenance.

Preventive maintenance is a form of proactive maintenance management for your commercial HVAC system. It involves performing periodic checks and sticking to preventive maintenance schedules that may involve making routine adjustments such as cleaning or changing filters.

Checklist of Maintenance Tasks

Thorough commercial HVAC maintenance requires tools and expertise that only trained technicians with relevant experience can offer. A comprehensive HVAC system maintenance checklist is key to implementing a proper preventive maintenance plan, and you can trust the experts to customize this checklist for your system and implement it.

The maintenance checklist consists of key maintenance and repair tasks that should be carried out regularly. Of course, this checklist will be specific to your system’s requirements, ensuring that all maintenance activities performed are as intended by the system designer and manufacturer. The checklists are precise, yet comprehensive, ensuring that service technicians know exactly what to do on the job and won’t overlook anything when performing maintenance checks.

While the specifics will depend on factors such as maintenance requirements for your specific type of system and may include hundreds of tasks, here is a broad categorization of these tasks, with common inclusions under each category.

General Service Checks

This category refers to checks on extended parts of your commercial HVAC system, including the electrical infrastructure and ductwork.

  • Check all controls for proper operation and ensure thermostat settings are optimized.
  • Check and clean or replace the air filter.
  • Check for any loose connections and ensure all electrical connections are tightened.
  • Check for faulty electrical connections and ensure all electrical wiring is in good condition.
  • Measure voltage and current on motors
  • Check the condition and test the operation of the contactors and disconnect switch.
  • Lubrication of all moving parts.
  • Checking for wear and tension on belts.

Cooling-Specific Checklist

Tasks of the maintenance checklist also depend on the asset type, such as heating or cooling. For cooling preventive maintenance, here is a list of some of the most critical tasks that a service technician cannot afford to neglect

  • Check that the sight glass is clear
  • Check refrigerant levels and recharge if necessary
  • Inspect for refrigerant leaks
  • Check that the compressor is operational
  • Clean and straighten out evaporator and condenser coils
  • Check that the condenser fan motor is operational
  • Check the condition of the condenser fan motor bearings and blade
  • Check supply fan motor and blower pulleys for wear and tear, and replace them where necessary
  • Check the operation of the economizer
  • Check the operation of the crankcase heater
  • Check that the damper blades are in good condition and moving freely
  • Inspect and clean the condensate pan and drain lines

An Expert’s Touch in Implementing Commercial HVAC Maintenance

While you may have no trouble finding maintenance checklists online, all the work that goes into performing these checks and maintaining your cooling system should be left only to trained and experienced professionals.

Choosing the right people for the job will ensure your system maintenance is done right. The last thing you want to deal with is to put money towards a maintenance program only to end up spending more money on repairs because the maintenance is not done right. Any errors during maintenance can create problems that will require repairs or make existing issues worse.

In searching for a commercial HVAC service company to partner with for your cooling proactive maintenance needs, be sure to verify your credentials. A reputable provider such as TRI-AIR SYSTEMS will have certifications and industry-standard accreditations that reflect expertise in commercial HVAC systems maintenance.

Additionally, you want a service provider that is up-to-date with the latest system maintenance best practices and technologies. Such a provider can handle all complex commercial HVAC systems and will have a working knowledge of how to tackle all issues specific to your cooling and air conditioning unit.

Our Approach: The TRI-AIR SYSTEMS Difference

Whether you are responsible for an office building, a hotel, a healthcare facility, an educational facility, or a sports center, you can rest easy knowing that we work with different types of businesses. TRI-AIR SYSTEMS is a family-owned business that is very passionate about what we do and consistently delivers the best results to all our clients.

We customize our proactive maintenance program for each of our clients so you can enjoy the best service for your cooling system.  From split systems, and ductless mini-splits to variable refrigerant flow (VRF) systems, we maintain commercial HVAC equipment of all kinds. Additionally, our premier maintenance service covers all brands of commercial HVAC systems.

If you are looking for a reason why you should choose us for commercial HVAC maintenance, here is a rundown of a couple of these reasons

  • We only hire factory-trained and certified technicians
  • We bring years of combined experience to every job. We have over 24 years of experience servicing the GTA area and beyond.
  • More service workforce with faster turnaround times
  • Fast, dedicated response times of no more than 48 hours for routine service calls and reliable 24/7 availability for emergency services.
  • Offer of variable warranty for service and repairs
  • Transparent pricing with no hidden costs, surcharges, or fees
  • Unwavering commitment to excellence in service and exceeding client expectations.

At TRI-AIR SYSTEMS, we do more than just fix problems; our team always goes the extra mile by offering recommendations for the future. Our technicians understand all things commercial HVAC systems, and you can look forward to receiving the best advice on operating your system and preventing common problems. We have heavily invested in continuing education for our technicians so they are always up-to-date with the latest best practices, techniques, and commercial HVAC system technologies. Our technical training programs are diverse, and in addition to manufacturer programs, we also have in-house training and those run by reputable third parties.

During servicing, we also keep an eye out for upgrade opportunities. Our service team has an eye for detail and will spot chances for retrofits and upgrades that will deliver better performance and help achieve more energy savings. Whether this means updating the system design or installing more efficient parts such as replacing older motors with more efficient ones, you can trust us to identify these opportunities for improvement.

Customizing your Maintenance Checklist

TRI-AIR SYSTEMS is committed to ensuring you get the most out of your maintenance plan. To that end, we customize our preventive maintenance checklists. In developing checklists for your system, we always reference the owner’s manual from the manufacturer, while considering the following critical factors.

  • The type of HVAC system and manufacturer
  • Specifics of warranty agreements
  • Age and condition of the system
  • Usage patterns of the HVAC system
  • Local climate and time of the year
  • System repair and maintenance history

We take pride in getting the job done right the first time and every time. Our service will ensure that we have all the information needed to create a comprehensive maintenance checklist for your system. We will, therefore, collect and thoroughly analyze data about your asset, including the maintenance and performance history. This information will help paint a picture that our service team can use to optimize the maintenance plan and improve system performance and reliability.

Additionally, we value input from the business owner or building managers. Insights into the goals and KPIs you want to achieve with the preventive maintenance will help inform how best to customize the maintenance checklist. It will also be important to understand what if any, budgetary constraints you may have.  Our supervisor will be on-site to discuss your concerns and factor your input when creating a plan of action for preventive and reactive maintenance.

The Benefits of Regular Maintenance

There are many benefits to adopting a preventive maintenance plan for your commercial HVAC system instead of relying only on reactive maintenance. Invest in ensuring your commercial HVAC system is well maintained, and you can look forward to several benefits even as your system operates more efficiently and reliably

  • Improved Indoor Air Quality and Comfort: A well-maintained HVAC system will deliver more consistent temperature and humidity control with better airflow. Your indoor spaces will be comfortable enough to boost employee productivity and morale. Similarly, this comfort adds to a good customer experience which will encourage return visits and boost customer loyalty.
  • Lower Operating Costs: Keeping up with the maintenance schedule will boost your commercial HVAC system’s energy efficiency. With your system running at maximum efficiency, it will require less energy to cool your spaces, and you don’t have to worry about breaking the bank to keep your commercial building cool and comfortable. Investing in proper maintenance will be well worth it, as you will be able to recoup the money through lowering your operational costs, and effectively improving your bottom line. After all, energy costs are high on the list of the most significant operating costs for most businesses.
  • Reduced Breakdowns: While your system will require occasional repairs, routine maintenance reduces the frequency of system breakdowns. You can avoid the frustration of having your HVAC system break down on those hot summer days when you need it the most. Regular maintenance improves system uptime, so you can enjoy heating and cooling when you need it the most without unnecessary downtimes for emergency repairs. In addition to improving the reliability of the system, fewer breakdowns also mean fewer and less costly repairs as proactive maintenance checks identify potential issues before they become more serious and expensive to address.
  • Increased Lifespan: Your commercial HVAC system will not last forever, but proper maintenance will certainly add some years to its service life. Extended system lifespan following regular proactive maintenance ensures you get the best return on your investment. It will help your bottom line when you have more time before you have to worry about the cost of replacing your HVAC equipment.

Schedule Commercial HVAC Maintenance Today

At TRI-AIR SYSTEMS, we have made it our business to offer premier commercial HVAC system maintenance services you can trust so you can continue running your business. We have the people, equipment, and expertise to deliver the best-in-class cooling preventive maintenance you need for your system.  Contact us today and get started.


  1. How frequently do you need to schedule commercial HVAC maintenance?

Schedule a professional tune-up at least twice a year to increase your system’s efficiency and reliability.

  1. How much will it cost?

The average cost of commercial HVAC maintenance depends on several factors, including the age and condition of your system.

  1. How long will my system last with regular maintenance?

Proper and regular maintenance will add years to your system. You can expect a useful life of up to 20-25 years.

  1. Who are TRI-AIR SYSTEMS HVAC brand partners?

Some of our HVAC brand partners include Spring Air, Daikin, Lennox, Carrier, Mitsubishi Electric, Trane, Honeywell, and York.  Thanks to these partnerships, you can trust us for additional expertise and cost-effective maintenance plans.

  1. How about affiliations and associations?

TRI-AIR SYSTEM’s notable associations and affiliations include the Markham Board of Trade, Ontario Refrigeration & Air Conditioning Contractors Association (ORAC,)Women in HVAC, the Health and Safety Excellence Program and Heating, Refrigeration and Air Conditioning Institute of Canada (HRAI.) We have exciting and exclusive offers for local businesses and fellow Markham Board of Trade members.

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