Installation Checklist

A new heating or cooling system is a big job, and most of the trouble comes from things that were never agreed or never checked. This checklist is written for the person the system belongs to — a homeowner, or a manager looking after a building. Print it out, work through it in order, and tick each item off as it is done. It does not replace the installer's own paperwork. It is a second pair of eyes, so nothing gets missed in the rush of the day.

The list is split into three parts. The first part covers the days before the install, when the important work is done on paper. The second part covers the day itself, when the crew is on site. The third part covers the hour before the crew leaves, when you still have everyone in the room and problems are still easy to fix. If you only have time for one part, do the third — that is the one that catches the most mistakes.

Before the install

Most installation problems start before the crew arrives, with something that was never agreed in writing. Use this section in the days before the job. Confirm each point with the contractor, and keep the answers with your paperwork. If the quote and the conversation disagree, the written quote is the one that counts, so ask for the quote to be corrected rather than trusting a spoken promise. Make sure you know who is in charge on the day, how to reach them, and what the plan is for the old equipment. A short call to clear these points up now is far easier than a dispute once the old system is already out.

• The written quote names the equipment model, the work included, and the warranty terms.
• The install date, start time, and expected length of the job are agreed.
• You know who provides access to the work areas and where the crew will park.
• The plan for the old equipment is agreed — removal, disposal, or recycling.
• Any permits the job needs have been arranged, and you know who arranged them.
• The thermostat location and settings have been discussed.
• You have the contractor's contact details and the name of the person in charge on the day.
• The payment schedule is in writing, with no large payment due before work starts.
• You know what happens if the job runs longer than planned.
• The rooms and areas the crew will use are cleared and easy to reach.

During the install

You do not need to watch every step, but a few checks during the day can catch problems while they are still easy to fix. Walk through the work area at natural breaks — when the old unit comes out, when the new one goes in — and ask questions when something looks different from what was agreed. A good crew will explain what they are doing without being asked. If a change is needed, ask for it to be explained before the work goes ahead, and note it down so the final paperwork matches what was actually installed.

• The crew protects floors and walkways in the work areas.
• The equipment delivered matches the model named in the quote.
• Ductwork, piping, and wiring are fitted neatly and secured.
• The outdoor unit sits level, with clear space around it for airflow and service.
• The condensate drain runs to a proper outlet and is not blocked.
• The thermostat is fitted where agreed and responds when you change the setting.
• The crew explains anything that differs from the original plan before doing it.
• The work area is kept tidy as the job goes on, not only at the end.

After the install

Do not let the crew leave until you have walked through the finished job. Test the system, collect the paperwork, and write down anything that still needs attention while everyone is still there. Run the system through a full heating or cooling cycle and check the rooms it serves. Listen for rattles or banging, and ask about any smell that seems wrong. Collect the manuals, the warranty papers, and the service record, and ask the installer to show you how to change the filter and work the thermostat. If anything is unfinished, agree a date for it to be done and get it in writing. For more background on what a normal installation looks like, see the HVAC Installation: What to Expect guide and Air Conditioner Installation: What Homeowners Should Know.

• The system runs a full heating or cooling cycle and reaches the set temperature.
• Airflow feels even at the vents in each room served.
• The system runs quietly, without rattling, banging, or unusual smells.
• All packaging, old parts, and debris are removed from the site.
• You have the equipment manuals, warranty papers, and the installer's service record.
• The installer shows you how to change the filter and operate the thermostat.
• Any follow-up visit or unfinished item is agreed and written down.
• The model and serial numbers on the paperwork match the equipment installed.

Print this checklist