Product Overview

Summary: This Heating and Cooling System Maintenance SOP sets out a clear, safe and compliant process for inspecting, servicing and maintaining HVAC equipment in Australian workplaces. It helps you control safety, health and environmental risks while improving system reliability, energy efficiency and comfort for workers and visitors.

Heating, ventilation and air conditioning (HVAC) systems are critical building services, but poorly maintained systems can create significant safety, health and operational risks. From electrical faults and hot surfaces to poor air quality, Legionella growth and system failures during heatwaves, the consequences of ad‑hoc maintenance can be severe for workers, tenants and visitors. This Heating and Cooling System Maintenance Safe Operating Procedure provides a structured, WHS‑aligned framework for planning, performing and documenting routine and corrective maintenance on a wide range of HVAC assets in Australian workplaces.

The SOP breaks down the full maintenance lifecycle, including pre‑task risk assessment, isolation and lock‑out, inspection and cleaning of components, filter and belt replacement, testing of safety controls, recommissioning and record‑keeping. It supports compliance with Australian WHS legislation and relevant standards, while giving technicians and facility teams a consistent, defensible way of working across multiple sites. By implementing this procedure, businesses can reduce breakdowns, improve indoor air quality, manage Legionella and other biological risks, and demonstrate due diligence to regulators, clients and building occupants.

Key Benefits

• Ensure safe, consistent maintenance of HVAC equipment across all sites and contractors.
• Reduce risks associated with electrical faults, hot surfaces, moving parts and poor indoor air quality.
• Improve system reliability and energy efficiency through structured, preventative maintenance.
• Demonstrate compliance with Australian WHS laws, Legionella control requirements and relevant Australian Standards.
• Streamline training and onboarding for new maintenance staff and service providers with a clear, step‑by‑step procedure.

Who is this for?

• Facilities Managers
• Maintenance Supervisors
• HVAC Technicians
• Property Managers
• WHS Managers
• Building Services Engineers
• Operations Managers
• School and Campus Facility Officers
• Aged Care Facility Managers
• Strata and Building Managers

Hazards Addressed

• Electrical shock or arc flash from live HVAC components
• Contact with hot surfaces on boilers, heaters and associated pipework
• Injury from moving parts such as fans, belts and pulleys
• Exposure to biological hazards including Legionella bacteria and mould in cooling towers, coils and ductwork
• Chemical exposure from refrigerants, cleaning agents and water treatment chemicals
• Falls from height when accessing rooftop units, plant platforms and ceiling spaces
• Manual handling injuries when lifting or handling filters, motors and components
• Poor indoor air quality leading to respiratory irritation, asthma exacerbation or sick building syndrome
• Burns or scalds from hot water and steam systems
• Slip hazards from condensate leaks, spills and overspray during cleaning

Included Sections

• 1.0 Purpose and Scope
• 2.0 Definitions and System Types (HVAC, split systems, cooling towers, boilers)
• 3.0 Roles, Responsibilities and Competency Requirements
• 4.0 Applicable Legislation, Standards and Codes of Practice
• 5.0 Plant and Asset Register and Maintenance Scheduling
• 6.0 Pre‑Maintenance Planning and Risk Assessment (JSA/SWMS)
• 7.0 Isolation, Lock‑Out and Tag‑Out Procedures
• 8.0 Required Tools, Equipment and Personal Protective Equipment (PPE)
• 9.0 General Heating and Cooling System Safety Precautions
• 10.0 Routine Inspection and Preventative Maintenance Checklist
• 11.0 Cleaning and Servicing of Filters, Coils, Trays and Ducts
• 12.0 Cooling Tower and Water System Maintenance and Legionella Control
• 13.0 Boiler, Heater and Hot Water System Maintenance Requirements
• 14.0 Electrical and Control System Checks and Functional Testing
• 15.0 Refrigerant Handling, Leak Checks and Environmental Considerations
• 16.0 Recommissioning, Start‑Up and Operational Verification
• 17.0 Indoor Air Quality Monitoring and Corrective Actions
• 18.0 Managing Contractor Access, Permits and Site Induction
• 19.0 Incident, Fault and Non‑Conformance Reporting
• 20.0 Record‑Keeping, Service Logs and Compliance Documentation
• 21.0 Training, Competency and Refresher Requirements
• 22.0 Review, Audit and Continuous Improvement of the SOP

Legislation & References

• Work Health and Safety Act 2011 (Cth) and equivalent state and territory WHS legislation
• Work Health and Safety Regulations 2011 (Cth) and equivalent state and territory WHS regulations
• Safe Work Australia – Code of Practice: Managing the Work Environment and Facilities
• Safe Work Australia – Code of Practice: Managing Risks of Hazardous Chemicals in the Workplace
• AS/NZS 3666.1: Air-handling and water systems of buildings – Microbial control – Design, installation and commissioning
• AS/NZS 3666.2: Air-handling and water systems of buildings – Microbial control – Operation and maintenance
• AS 1668.2: The use of ventilation and air conditioning in buildings – Mechanical ventilation in buildings
• AS/NZS 5149 (series): Refrigerating systems and heat pumps – Safety and environmental requirements
• AS/NZS 3000: Electrical installations (Wiring Rules)
• AS/NZS 4801: Occupational health and safety management systems (superseded but still referenced in many systems)
• State and territory public health guidelines for cooling tower and warm water system management (e.g. NSW Public Health Regulation for Legionella control)