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Air Conditioning Inspection Report

Evaluate the condition and performance of your air conditioning system with this inspection template. Record overall condition, cooling performance, and any defects found.

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Air Conditioning Inspection Report

No.AC-IR-2026-007

1. General Information

Inspection date7/14/2026 AddressSunset Mall, 2000 Retail Blvd, Phoenix, AZ 85001
Basis for inspectionScheduled maintenance inspection
Expert Maria Garcia , HVAC Inspector

2. Object of Inspection

System Typenot filled in System NameTrane 20-ton Rooftop Unit
Technical Statenot filled in Installation Date3/15/2019
Commissioning Date4/1/2019

3. Main Parameters

Overall ConditionFair Cooling PerformanceReduced
Refrigerant LevelLow

4. Additional Parameters

Temperature Differential: 8

5. Inspection Conditions

Inspection conditions are not selected.

6. Findings

No.Damage descriptionPhotos
1- 1.2not filled in
2-not filled in

7. Additional Information

Identification was carried outSystem ID: AC-MALL-03
There are remarksSystem requires condenser coil cleaning.

8. Inspection Participants

No.Full namePosition / statusComment
1Maria GarciaHVAC InspectorLead inspector
2David ChenBuilding OwnerAccompanied inspection

Signatures

______________________________
Maria Garcia, HVAC Inspector
______________________________
Maria Garcia
______________________________
David Chen

Report

Purpose and Procedure for Drafting the Document

What is an Air Conditioning Inspection Report?

An air conditioning inspection report documents the condition and performance of an AC system during a routine or scheduled inspection. It helps identify issues such as reduced cooling performance, refrigerant problems, and component wear.

Why Use This Template?

This template provides a structured format to record inspection information, system condition, findings, and conclusions. It supports consistent documentation for maintenance and compliance.

Key Sections

The report includes inspection information, system condition (overall condition, cooling performance, temperature differential, refrigerant level), findings, conclusion, and signatures.

Routine Maintenance Inspections

Facility managers schedule regular inspections to ensure AC systems are operating efficiently and to catch potential issues early.

Pre-Season Checkups

Before the cooling season, an inspection verifies that the system is ready for increased demand.

Troubleshooting Complaints

When occupants report inadequate cooling, an inspection helps diagnose the problem.

Energy Audits

Inspections can identify inefficiencies that contribute to high energy consumption.

  1. 1

    Gather System Information

    Record the system ID, location, inspection date, and inspector details.

  2. 2

    Assess System Condition

    Evaluate overall condition, cooling performance, temperature differential, and refrigerant level.

  3. 3

    Document Findings and Conclude

    Record any observations or defects, provide an inspection result, and list recommendations. Obtain signatures.

Photo Report Generator

Attach photos of the AC unit, coils, and any defects to your inspection report using the photo report generator.

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Mobile Photo Documentation App

Capture inspection photos on-site with the mobile app and add them directly to your air conditioning inspection report.

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Document Sections

Click a section to jump to it in the sample document.

General Information

Record inspection date, site address, basis, and specialist details.

Object of Inspection

Identify the air conditioning system, its type, condition, and operational dates.

Main Parameters

Document cooling performance, refrigerant level, and overall condition.

Additional Parameters

Record temperature differential across the evaporator coil.

Inspection Conditions

Describe operating conditions during the inspection.

Findings

Record defects, observations, and findings with details and photos.

Additional Information

Provide overall inspection result and recommendations.

Inspection Participants

List the inspector and building owner involved.

Signatures

Capture signatures of inspector and building owner.

Document Fields and Columns

General Information

Inspection date
Date of the inspection.
Address
Address of the inspected site.
Basis for inspection
Basis for the inspection (e.g., scheduled, regulatory).
Expert
Name and qualification of the inspector.

Object of Inspection

System Type
Type of air conditioning system (e.g., split, packaged, VRF).
System Name
Name or identifier of the AC system.
Technical State
Overall condition of the system.
Installation Date
Date of manufacture or installation.
Commissioning Date
Date when the system was commissioned.

Findings

No.
Sequential number of the finding.
Element
Component where the finding was observed.
Defect
Type of defect or observation.
Localization
Specific location within the component.
Volume
Extent or quantity of the finding.
Unit
Unit of measurement for volume.
Repair type
Severity or impact of the finding.
Photos
Photo evidence of the finding.
Damage description
Detailed description of the finding.
Repair
Recommended repair or action.

Inspection Participants

No.
Sequential number of the participant.
Full name
Full name of the participant.
Position / status
Role or position of the participant.
Comment
Additional comments about the participant.

Frequently Asked Questions about Photo Reports and Photo Tables

What is the difference between an inspection report and a commissioning report?

An inspection report assesses the current condition and performance of an existing system, while a commissioning report verifies that a newly installed or retrofitted system meets design specifications.

What should I do if I find a refrigerant leak?

Record the leak as a defect in the findings section. The system should be repaired by a qualified technician before further use. The report can include recommendations for repair.

Can I use this template for residential AC units?

Yes, the template is suitable for both residential and commercial AC units. Adjust the system description and location fields as needed.

How do I measure temperature differential?

Measure the air temperature at the return and supply vents. The difference is the temperature differential. The template allows you to enter this value in degrees Celsius.

Who should sign the inspection report?

The inspector who performed the inspection and the building owner or facility manager typically sign the report to acknowledge the findings.

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