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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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The full inspection cycle — in one service

Take photos of the object in the mobile app, complete the inspection report from the template, and download the finished photo report as Word or PDF.

1

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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2

Inspection report

Complete the document from this template: sections, fields, photo documentation, and signatures.

3

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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Document Preview

Review the structure, sections, and fields before proceeding to fill out the document.

Air Conditioning Inspection Report

No.AC-IR-2026-007

1. General Information

The general information about the inspected object, including its location, purpose, and operational context, is provided below.

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

The general condition of the facility is considered satisfactory for the operation of the air conditioning systems.

2. Object of Inspection

The object of inspection is the air conditioning system, including its main components and associated infrastructure.

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

The identification data of the air conditioning system have been verified and found to be consistent with the provided documentation.

3. Main Parameters

The main technical parameters of the air conditioning system were measured and compared with the design values.

Overall ConditionFair Cooling PerformanceReduced
Refrigerant LevelLow

The measured parameters are within the permissible tolerances specified by the manufacturer and design documentation.

4. Additional Parameters

Additional parameters, such as energy consumption and operational efficiency, were assessed to provide a comprehensive evaluation.

Temperature Differential: 8

The additional parameters indicate that the system operates with acceptable efficiency, though minor adjustments may be recommended.

5. Inspection Conditions

The operational conditions of the air conditioning system, including ambient temperature and humidity, were recorded during the inspection.

Inspection conditions are not selected.

The recorded conditions are within the normal operating range for the system.

6. Findings

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

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

7. Additional Information

Provide overall inspection result and recommendations.

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

8. Inspection Participants

List the inspector and building owner involved.

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

Signatures

Capture signatures of inspector and building owner.

______________________________
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

The general information about the inspected object, including its location, purpose, and operational context, is provided below.

Object of Inspection

The object of inspection is the air conditioning system, including its main components and associated infrastructure.

Main Parameters

The main technical parameters of the air conditioning system were measured and compared with the design values.

Additional Parameters

Additional parameters, such as energy consumption and operational efficiency, were assessed to provide a comprehensive evaluation.

Inspection Conditions

The operational conditions of the air conditioning system, including ambient temperature and humidity, were recorded 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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