Free AHU quarterly service procedure
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Last updated: 2026-04-24 · MapTrack
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What is an AHU quarterly service?
An AHU quarterly service is a scheduled preventive maintenance procedure for air handling units performed every three months. MapTrack helps HVAC teams standardise this process with digital checklists that technicians complete on mobile. The service covers filters coils fan assemblies belts bearings dampers and control systems to keep supply air quality and volume within design specifications.
Quarterly servicing of air handling units is essential for maintaining indoor air quality energy efficiency and compliance with Australian Standard AS/NZS 1668.2. Without regular service filters clog coils foul and belts wear leading to reduced airflow higher energy consumption and potential Legionella or mould risks in ductwork downstream.
Benefits
- Consistency: every technician follows the same structured procedure regardless of which AHU or site they service
- Legal compliance: documented quarterly service records demonstrate the PCBU has met their duty of care under the WHS Act
- Energy efficiency: clean coils and correctly tensioned belts reduce fan energy consumption by up to 15 percent
- Extended asset life: regular servicing prevents premature bearing failure and motor burnout
- Indoor air quality: quarterly filter and coil checks prevent mould spore and dust recirculation through occupied spaces
- Audit trail: signed digital records support BCA compliance audits and insurer inspections
Benefits of digitising forms in MapTrack
When you digitise ahu service procedures 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).
- Log refrigerant charge weights and leak-check results against each unit.
- Schedule seasonal changeover inspections tied to heating and cooling cycles.
- Track filter, belt and coil replacement intervals per system.
Book a demo to see digital inspections and forms in MapTrack.
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What to include in an AHU quarterly service
- Filters: inspect condition measure pressure drop and replace if above manufacturer threshold
- Supply and return fan: check belt tension alignment bearing temperature and vibration
- Heating coil: inspect for leaks corrosion and measure entering and leaving air temperatures
- Cooling coil: inspect fin condition check condensate drain pan and measure air temperatures
- Dampers and actuators: verify operation of outside air return air and exhaust dampers
- Controls and sensors: check temperature humidity and pressure sensors against reference instruments
- Electrical connections: inspect contactors relays and terminal tightness
- General condition: inspect cabinet panels seals access doors and insulation
How to complete an AHU quarterly service
- Prepare and isolate: lock out the AHU at the local isolator and MCC then confirm zero energy before opening access panels
- Inspect and replace filters: remove pre-filters and bag filters then measure pressure drop across new filters after installation
- Inspect fan assembly: check belt tension and condition measure bearing temperature with IR gun and note any unusual vibration or noise
- Inspect coils: visually check heating and cooling coils for fouling or damage and clean fins with low-pressure air if needed
- Test dampers and actuators: cycle outside air return air and exhaust dampers through full range and confirm actuator stroke
- Verify controls and sensors: compare AHU sensor readings to a calibrated reference instrument and note any deviation
- Document and close out: record all readings and findings in the service form sign off and set the next quarterly service date
How often should an AHU be serviced?
Most manufacturers and AS/NZS 1668.2 recommend quarterly servicing for air handling units in commercial buildings. A quarterly service covers filters fan assembly coils dampers and controls. Annual services add deeper tasks such as motor megger testing full coil cleaning bearing replacement assessment and controls calibration.
Under the Australian WHS Act a PCBU must ensure plant is maintained and inspected so it remains safe for workers and building occupants. AHU service intervals should follow the manufacturer schedule and be documented in a maintenance register. High-use environments such as hospitals laboratories and data centres may require monthly filter checks in addition to the quarterly service.
Frequently asked questions
- What does an AHU quarterly service include?
- A quarterly AHU service covers filter inspection and replacement, fan belt tension and bearing checks, heating and cooling coil inspection, damper and actuator operation tests, controls and sensor verification, electrical connection checks, and condensate drain inspection. It typically takes 1.5 to 3 hours per unit.
- Do I need a refrigerant licence to service an AHU?
- Not for a standard AHU quarterly service. AHUs typically use chilled water or hot water coils rather than direct expansion refrigerant circuits. If the AHU has a DX coil with refrigerant, any work involving refrigerant handling requires an ARCTick licence in Australia.
- What is the difference between a quarterly and annual AHU service?
- A quarterly service covers routine filter, belt, coil, damper and controls checks. An annual service includes all quarterly tasks plus motor insulation resistance testing, full coil deep cleaning, bearing replacement assessment, VFD inspection, sensor calibration and a comprehensive performance test.
- Is the template free to use without MapTrack?
- Yes. Download and use the AHU quarterly service procedure for free. Open the file and use your browser Print to Save as PDF. No MapTrack account required.
Need this digitally on mobile?
Build digital forms in MapTrack. Workers scan a QR code on their phone, complete the form, sign electronically and the record is stored automatically. Supervisors get alerts when each form is completed. All records are stored digitally, ready for any audit.