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Air conditioner maintenance checklist: sources and guidance

A maintenance record for one air conditioning unit. The physical checks follow the manufacturer's instructions for the unit. The refrigerant checks follow EPA's rules, which apply to anyone maintaining, servicing or repairing appliances containing class I, class II or non-exempt substitute refrigerants [4] and prohibit knowingly venting refrigerant [8].

How often: Follow the manufacturer's instructions for the unit, or the interval set by your organization's maintenance plan.

Purpose

Use this air conditioner maintenance checklist to record a routine service of one unit, from filters and coils to the condensate drain, electrical parts and running readings. Most checks come from the manufacturer's instructions, because specifications differ between models. The refrigerant section follows EPA's refrigerant management rules in 40 CFR Part 82 subpart F and the leak repair rules in 40 CFR Part 84 subpart C, which are the parts of the job the law controls.

Who should use it

Facility managers and maintenance staff who look after air conditioners in offices, shops, schools and other buildings, and the HVAC technicians they hire. The air side, drain and outdoor checks are done with the power locked out and the refrigerant circuit closed. A person whose work could open the refrigerant circuit must pass a technician certification exam from an approved program [26] [25].

How often

Use the interval in the manufacturer's instructions for the unit or your own maintenance plan. This page does not take a maintenance interval from the EPA rules; the parts of them used here cover refrigerant handling, additions and leaks.

How to use this checklist

  1. Fill in the unit details from the nameplate, including the refrigerant type and full charge.
  2. Switch off and lock out the power before opening any panel. For a plug-in unit, unplug it and keep the plug under your control.
  3. Work through the air side, condensate, outdoor unit and electrical checks, comparing each with the manufacturer's instructions.
  4. Restore power and take the running readings through a full cooling cycle.
  5. Complete the refrigerant section only if the circuit was opened or refrigerant was added or removed. Otherwise mark it N/A.
  6. Record the result, any defects and the next service date.

The lockout check is marked critical: before servicing equipment where unexpected start-up could cause injury, it is isolated from its energy source and made inoperative [3].

What the rules say

  • No venting. No one maintaining, servicing, repairing or disposing of an appliance may knowingly vent or release refrigerant into the environment [8].
  • Recovery before opening. Technicians recover the refrigerant, including all the liquid refrigerant, before opening an appliance [11], and small appliances also have their refrigerant recovered before they are opened [12]. Recovery equipment is used as its manufacturer directs [13].
  • Technician certification. A person who could reasonably be expected to violate the integrity of the refrigerant circuit must pass a certification exam offered by an approved technician certification program [26] [25].
  • Leak repair, ozone-depleting refrigerants. The rules in 40 CFR 82.157 apply only to appliances with a full charge of 50 lb or more of class I or class II refrigerant [14]. The owner calculates the leak rate each time refrigerant is added [15].
  • Leak repair, HFCs and other substitutes. Since January 1, 2026 [31], 40 CFR 84.106 covers appliances with a full charge of 15 lb or more [27] of a regulated HFC [43] or a substitute with a global warming potential greater than 53 [28]. It does not apply to residential and light commercial air conditioning and heat pumps [29] [30].
  • Leak rate limits. For comfort cooling the limit is 10 percent under both rules [16] [33], and leaks are identified and repaired within 30 days of adding refrigerant to an appliance over the limit [17] [34].

What this checklist does not cover

  • Leak inspection schedules, verification tests, retrofit and retirement plans, extension requests and automatic leak detection for large appliances covered by 40 CFR 82.157 or 84.106.
  • Required evacuation levels for each appliance type and the standards for recovery equipment.
  • Refrigerant sales, reclamation, and disposal of whole appliances.
  • Motor vehicle air conditioning.
  • Work on energized electrical parts, and safety precautions for flammable refrigerants, which come from the manufacturer's instructions and the codes your jurisdiction adopts.
  • State and local mechanical codes and any state refrigerant rules.
  • Heating mode, ductwork cleaning and indoor air quality testing.
  • Discharging capacitors and other stored electrical energy, which follows the manufacturer's instructions and is done by a competent person.

Questions

Do I need EPA technician certification to maintain an air conditioner?

The requirement applies to a person who could reasonably be expected to violate the integrity of the refrigerant circuit [26]. That person must pass a certification exam offered by an approved technician certification program [25]. The EPA rules apply to anyone maintaining, servicing or repairing appliances with these refrigerants [4].

Is it legal to release refrigerant from an air conditioner?

No. Knowingly venting or otherwise releasing refrigerant during maintenance, service, repair or disposal is prohibited [8]. Work on the circuit uses recovery or recycling equipment with EPA certification for that refrigerant and appliance type [9] [10].

Do EPA leak repair rules apply to my air conditioner?

It depends on the refrigerant and the full charge. Appliances with 50 lb or more of class I or class II refrigerant fall under 40 CFR 82.157 [14]. Appliances with 15 lb or more of an HFC or a substitute with a global warming potential above 53 fall under 40 CFR 84.106 [27] [28], except those used for residential and light commercial air conditioning [30]. Commercial split systems and packaged rooftop units are examples of comfort cooling appliances [5].

Is a window air conditioner a "small appliance" under EPA rules?

Yes. A small appliance is fully manufactured, charged and hermetically sealed in a factory with 5 lb or less of refrigerant [6], and the definition lists room air conditioners, including window and portable air conditioners, and packaged terminal air heat pumps [7]. Refrigerant is still recovered before a small appliance is opened [12].

Do I have to lock out an air conditioner before maintenance?

OSHA's lockout/tagout standard covers servicing and maintenance where unexpected start-up or release of stored energy could cause injury [1], and the equipment is isolated from its energy source and made inoperative first [3]. The standard does not apply to cord-and-plug equipment when the hazard is controlled by unplugging it and keeping the plug under the exclusive control of the person doing the work [2].

What records should the technician leave after adding refrigerant?

For appliances covered by the leak repair rules, a person other than the owner who services the appliance gives the owner a record of the work [18] [42], and under 40 CFR 84.106 records are kept for at least three years [35]. The record covers the identity and location of the appliance [19] [36], the date of the work [20] [37], the parts serviced [21] [38], the type of work on each part [22] [39], the name of the person doing it [23] [40], and the amount and type of refrigerant added [24] [41].

Sources

Each cited excerpt was found word for word in the official text on the date shown.

  1. [1]29 CFR 1910.147 The control of hazardous energy (lockout/tagout) (a)(1)(i) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  2. [2]29 CFR 1910.147 The control of hazardous energy (lockout/tagout) (a)(2)(iii)(A) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  3. [3]29 CFR 1910.147 The control of hazardous energy (lockout/tagout) (c)(1) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  4. [4]40 CFR 82.150 Purpose and scope (refrigerant management) (b) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  5. [5]40 CFR 82.152 Definitions (refrigerant management) (Comfort cooling) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  6. [6]40 CFR 82.152 Definitions (refrigerant management) (Small appliance) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  7. [7]40 CFR 82.152 Definitions (refrigerant management) (Small appliance) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  8. [8]40 CFR 82.154 Prohibitions (a)(1) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  9. [9]40 CFR 82.154 Prohibitions (b) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  10. [10]40 CFR 82.154 Prohibitions (b)(2) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  11. [11]40 CFR 82.156 Proper evacuation of refrigerant from appliances (a) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  12. [12]40 CFR 82.156 Proper evacuation of refrigerant from appliances (b) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  13. [13]40 CFR 82.156 Proper evacuation of refrigerant from appliances (g) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  14. [14]40 CFR 82.157 Appliance maintenance and leak repair (a) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  15. [15]40 CFR 82.157 Appliance maintenance and leak repair (b) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  16. [16]40 CFR 82.157 Appliance maintenance and leak repair (c)(2)(iii) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  17. [17]40 CFR 82.157 Appliance maintenance and leak repair (d) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  18. [18]40 CFR 82.157 Appliance maintenance and leak repair (l)(2) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  19. [19]40 CFR 82.157 Appliance maintenance and leak repair (l)(2)(i) — eCFR (Office of the Federal Register). Retrieved September 25, 2026.
  20. [20]40 CFR 82.157 Appliance maintenance and leak repair (l)(2)(ii) — eCFR (Office of the Federal Register). Retrieved September 25, 2026.
  21. [21]40 CFR 82.157 Appliance maintenance and leak repair (l)(2)(iii) — eCFR (Office of the Federal Register). Retrieved September 25, 2026.
  22. [22]40 CFR 82.157 Appliance maintenance and leak repair (l)(2)(iv) — eCFR (Office of the Federal Register). Retrieved September 25, 2026.
  23. [23]40 CFR 82.157 Appliance maintenance and leak repair (l)(2)(v) — eCFR (Office of the Federal Register). Retrieved September 25, 2026.
  24. [24]40 CFR 82.157 Appliance maintenance and leak repair (l)(2)(vi) — eCFR (Office of the Federal Register). Retrieved September 25, 2026.
  25. [25]40 CFR 82.161 Technician certification (a)(1) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  26. [26]40 CFR 82.161 Technician certification (a)(1) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  27. [27]40 CFR 84.106 Leak repair (a) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  28. [28]40 CFR 84.106 Leak repair (a)(2) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  29. [29]40 CFR 84.106 Leak repair (a)(3) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  30. [30]40 CFR 84.106 Leak repair (a)(3)(ii) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  31. [31]40 CFR 84.106 Leak repair (a)(4) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  32. [32]40 CFR 84.106 Leak repair (b) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  33. [33]40 CFR 84.106 Leak repair (c)(2)(iii) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  34. [34]40 CFR 84.106 Leak repair (d) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  35. [35]40 CFR 84.106 Leak repair (l) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  36. [36]40 CFR 84.106 Leak repair (l)(2)(i) — eCFR (Office of the Federal Register). Retrieved September 25, 2026.
  37. [37]40 CFR 84.106 Leak repair (l)(2)(ii) — eCFR (Office of the Federal Register). Retrieved September 25, 2026.
  38. [38]40 CFR 84.106 Leak repair (l)(2)(iii) — eCFR (Office of the Federal Register). Retrieved September 25, 2026.
  39. [39]40 CFR 84.106 Leak repair (l)(2)(iv) — eCFR (Office of the Federal Register). Retrieved September 25, 2026.
  40. [40]40 CFR 84.106 Leak repair (l)(2)(v) — eCFR (Office of the Federal Register). Retrieved September 25, 2026.
  41. [41]40 CFR 84.106 Leak repair (l)(2)(vi) — eCFR (Office of the Federal Register). Retrieved September 25, 2026.
  42. [42]40 CFR 84.106 Leak repair (l)(4) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.
  43. [43]40 CFR 84.3 Definitions (Regulated substance) — eCFR (Office of the Federal Register). Retrieved September 24, 2026.

Guidance, not legal advice. It does not replace the law, the manufacturer's instructions or your organization's competent people.