How do I check an HVAC contractor’s preventive maintenance schedules for commercial sites?

A schedule on paper proves little. What matters is whether visits actually happened, so ask for completed work orders for several sites and compare them to what was planned. Pick the sites yourself rather than accepting the seller’s favourites.

Read the work orders for detail. A real maintenance visit lists the units touched, readings taken, filters or belts changed and recommendations made. Identical wording on every visit suggests a form being filled in without much inspection.

Look at what happens to recommendations. Ask how often a technician’s suggested repair became a quote, and how often the customer approved it. That link between maintenance and repair work is often where a contractor earns its margin. Ask about seasonal workload as well. If spring and fall visits bunch up, find out how many technicians cover them and whether the company has ever fallen behind. Check whether any customer has complained about a missed visit and how it was handled. Finally, confirm who holds the equipment lists and schedules. If they live in one dispatcher’s head or personal spreadsheet, plan how you would secure them before closing, and ask who at the company knows each building’s quirks, such as access arrangements or rooftop hazards.

Key takeaways

• Match planned visits to dated work orders for sites you choose, not the seller.
• Look for identical wording across visits, which can mean little real inspection.
• Ask how maintenance findings convert into quoted and approved repair work.