PDF · 2 pages · English
A worksheet to turn maintenance concerns into a clear brief
Gather building details, an initial inventory and the items you want in a proposal. Two pages to print or share with your team, with no registration required.
- Building details and access arrangements.
- Initial equipment inventory and reported issues.
- Questions to agree on the service scope.
Before the visit: organize the information
Identify the systems installed and gather the available documentation. Where a facility uses several technologies, separate chillers, VRV/VRF, AHUs, cooling towers and other equipment rather than treating them as if they all had the same scope.
- Equipment list with locations and identifiers.
- Makes, models and available manuals.
- Spaces served and occupancy hours.
- Alarms, complaints and previous interventions.
- The person responsible for access to plant rooms, rooftops and restricted areas.
In the plan: confirm tasks and conditions
The proposal should specify what will be checked and which records will be provided. Broad terms such as “full service” need to be translated into tasks for each equipment type.
| Review point | What to confirm with the provider |
|---|---|
| Filters and heat exchange | Components included and criteria for cleaning or replacement. |
| Condensate and drains | Accessible points and the scope of the inspection. |
| Fans and drives | Planned checks for the specific equipment. |
| Controls and alarms | Information to be reviewed and recorded. |
| Associated circuits | Scope boundaries between equipment, water, refrigerant and power supply. |
| Access and shutdowns | Authorizations, working hours and affected systems. |
Before a period of higher demand
Preparation should leave enough time to assess findings and authorize work. An inspection on the day demand increases may leave little opportunity to resolve outstanding issues.
Review occupancy changes, expansions or room layout changes. Last year’s conditions may no longer describe current needs, even if the installed equipment is the same.
After the visit: review the report
The building manager needs to distinguish completed tasks, observations and recommendations. A report should identify the equipment and explain what remains outstanding, with the appropriate priority and dependencies.
- Date, equipment and the task actually performed.
- Condition found and available evidence.
- Supplies used and components replaced.
- Restrictions that prevented any checks.
- Recommended actions and required authorizations.
Maintain a useful history
Keep the sequence of reports and link complaints to the relevant equipment or space. This record helps identify recurring problems and assess whether an intervention achieved the expected result.
A checklist does not replace a technical plan or a specific indoor air quality assessment. It helps ensure that contracting and monitoring maintenance are supported by organized information and clear responsibilities.
What to include when requesting a maintenance proposal
A useful enquiry describes the installation, the problem and the outcome you need. This helps the provider identify missing information and what to review during an assessment. You do not need a perfect inventory to start the conversation.
For example: “We manage offices in Puerto Madero with a VRV/VRF system. We receive temperature complaints on floor 3 and want to review the plan before the warmer season. We have a partial equipment list and need a proposal that specifies tasks, reports and exclusions.” This is an illustrative example, not a customer case study.
- Building location and use, plus the areas and operating hours that affect access.
- Equipment types and approximate quantities, if known, and available documentation.
- Recurring complaints, outstanding tasks and your preferred start date.
- Expected deliverables: an inventory, a task plan, visit records and a process for quoting additional work.
Frequently asked questions
Does this checklist work for every brand?
The organizational fields are general. Tasks, procedures and frequencies must be defined for the installed model using its technical documentation.
How often should filters be changed?
That depends on the equipment, filter type, use and environmental conditions. The plan should state the criteria for inspection and replacement rather than applying one universal frequency without assessment.
What if the report only says “service completed”?
Request equipment identification, tasks, observations and outstanding items. Without that information, it is difficult to verify the scope or compare visits.
Do I need a complete inventory to request an assessment?
No. Start with the location, building use, any equipment details you have and the main issue. The worksheet helps organise that information; you can then agree on what to complete during the assessment.
