This is a simplified residential load worksheet. It is not a substitute for full software when required, but it gives contractors a disciplined way to document sizing decisions.
Room-by-room load worksheet
| Room | Area | Windows / orientation | People | Sensible gain / loss | Latent gain | Notes |
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Envelope and infiltration factors
| Component | Observed condition / value | Impact on load | Notes |
|---|
| Walls / insulation | | | |
| Attic / roof insulation | | | |
| Window type / shading | | | |
| Door count / exposure | | | |
| Infiltration / leakage | | | |
| Duct leakage / location | | | |
| Internal loads / appliances | | | |
| Ventilation requirement | | | |
Totals
| Metric | Value |
|---|
| Total sensible load | |
| Total latent load | |
| Grand total load | |
| Recommended airflow target | |
| Preliminary equipment size | |
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Sizing reminders
- Avoid oversizing cooling equipment; comfort suffers when runtime is too short.
- Document duct issues before replacing equipment only.
- Keep blower airflow, filtration, and static pressure in the conversation.
- Confirm actual design conditions for your climate zone.
Client communication notes
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Final selection rationale
Equipment selection should align with the documented load, airflow strategy, duct design limitations, and manufacturer engineering data. If full Manual J / S / D documentation is required for the project, complete that process separately and attach it here.
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Record every equipment model and match-up. It protects you when warranty, capacity, or compatibility questions show up later.
Equipment selection sheet
| System component | Manufacturer / model | Capacity | Efficiency | Electrical / fuel note | Notes |
|---|
| Air handler / furnace | | | | | |
| Outdoor condenser / heat pump | | | | | |
| Evaporator coil | | | | | |
| Thermostat / controls | | | | | |
| Filter cabinet | | | | | |
| Accessories / IAQ | | | | | |
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Airflow and refrigerant planning
| Item | Target / selection | Verified? | Notes |
|---|
| Required airflow (CFM) | | Yes / No | |
| Static pressure target | | Yes / No | |
| Refrigerant type | | Yes / No | |
| Line set size / length | | Yes / No | |
| Breaker / MCA / MOCP | | Yes / No | |
| Drain / pump / venting notes | | Yes / No | |
Selection checklist
- Matched AHRI combination confirmed
- Duct system can support target airflow
- Electrical service adequate
- Fuel / venting path confirmed
Turnover file
- Record serial numbers at install
- Save submittals and startup sheet
- Capture thermostat setup and filter size
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Use this agreement for recurring preventive maintenance clients. Spell out visit scope, response expectations, and what is not included.
Included visits and services
| Visit | Included tasks | Season / target window | Notes |
|---|
| Cooling maintenance | Coil, refrigerant circuit, drains, capacitors, airflow, controls | Spring | |
| Heating maintenance | Heat exchanger, ignition, safeties, gas pressure, venting, filters | Fall | |
| Filter change / IAQ check | | As stated | |
| Priority scheduling / discounts | | Agreement term | |
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Exclusions, terms, and emergency service
Not included unless added
- Major parts replacement
- Refrigerant beyond stated allowance if any
- After-hours emergency labor unless specifically discounted
- Duct cleaning, duct redesign, or controls upgrades
Key terms
- Customer provides safe access to equipment.
- Missed appointments may require rescheduling and additional charges.
- Agreement does not guarantee existing equipment will not fail.
- Emergency service response windows should be stated in writing.
Signatures
This maintenance agreement documents recurring preventive service only and does not replace manufacturer requirements, code compliance obligations, or separate installation contracts.
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Cooling visit checklist. Use these pages for spring PMs, diagnostic tune-ups, or post-install commissioning.
Cooling checklist
| Item | Pass / Fail / N/A | Reading / location | Correction note |
|---|
| ☐ Disconnect and breaker condition | P / F / N | | |
| ☐ Contactors / capacitors tested | P / F / N | | |
| ☐ Condenser coil condition | P / F / N | | |
| ☐ Outdoor fan motor operation | P / F / N | | |
| ☐ Refrigerant lines insulated | P / F / N | | |
| ☐ Drain line clear | P / F / N | | |
| ☐ Blower wheel condition | P / F / N | | |
| ☐ Air filter condition | P / F / N | | |
| ☐ Supply / return temperature measured | P / F / N | | |
| ☐ Thermostat operation | P / F / N | | |
| ☐ Condensate safety switch | P / F / N | | |
| ☐ Electrical connections tight | P / F / N | | |
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Cooling checklist continued
| Item | Pass / Fail / N/A | Reading / location | Correction note |
|---|
| ☐ Refrigerant pressures recorded | P / F / N | | |
| ☐ Superheat / subcool noted | P / F / N | | |
| ☐ Delta-T within target | P / F / N | | |
| ☐ Airflow / static pressure checked | P / F / N | | |
| ☐ Evaporator coil inspection | P / F / N | | |
| ☐ Drain pan condition | P / F / N | | |
| ☐ Outdoor unit level | P / F / N | | |
| ☐ Vibration / noise check | P / F / N | | |
| ☐ Line set support | P / F / N | | |
| ☐ System amp draw recorded | P / F / N | | |
| ☐ Duct leakage visible? | P / F / N | | |
| ☐ Customer cooling concerns noted | P / F / N | | |
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Heating visit checklist. Use before winter startup or annual furnace / heat pump maintenance.
Heating checklist
| Item | Pass / Fail / N/A | Reading / location | Correction note |
|---|
| ☐ Gas pressure / fuel supply | P / F / N | | |
| ☐ Igniter / flame sensor condition | P / F / N | | |
| ☐ Heat exchanger visual check | P / F / N | | |
| ☐ Inducer operation | P / F / N | | |
| ☐ Vent / flue integrity | P / F / N | | |
| ☐ Safety switches tested | P / F / N | | |
| ☐ Blower amp draw | P / F / N | | |
| ☐ Temperature rise recorded | P / F / N | | |
| ☐ Filter condition | P / F / N | | |
| ☐ Thermostat heat call verified | P / F / N | | |
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Heating checklist continued
| Item | Pass / Fail / N/A | Reading / location | Correction note |
|---|
| ☐ CO / combustion note if applicable | P / F / N | | |
| ☐ Condensate trap / drain | P / F / N | | |
| ☐ Pressure switch tubing | P / F / N | | |
| ☐ Burner flame quality | P / F / N | | |
| ☐ Limit controls function | P / F / N | | |
| ☐ Electrical connections tight | P / F / N | | |
| ☐ Humidifier / IAQ accessories | P / F / N | | |
| ☐ Outdoor heat pump defrost | P / F / N | | |
| ☐ Reversing valve operation | P / F / N | | |
| ☐ Customer heating concerns noted | P / F / N | | |
Commissioning notes
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Capture readings at the job, not later from memory. A disciplined service report protects the technician and helps the customer understand the work.
System readings and work performed
| Reading / action | Value / note | Reading / action | Value / note |
|---|
| Suction pressure | | Supply air temp | |
| Discharge pressure | | Return air temp | |
| Subcool / superheat | | Delta-T | |
| Outdoor ambient | | Indoor ambient | |
| Refrigerant added / removed | | Leak check result | |
| Parts installed | | Follow-up required | |
Customer summary and sign-off
Summary explained to customer
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Use one invoice format for service, maintenance, or replacement work. Keep equipment, labor, refrigerant, and parts clearly separated.
Invoice line items
| Description | Qty / unit | Rate | Amount |
|---|
| Diagnostic / maintenance labor | | | |
| Equipment / replacement labor | | | |
| Equipment / AHU / condenser | | | |
| Parts / controls / accessories | | | |
| Refrigerant | | | |
| Permit / disposal / crane | | | |
| Amount due | | | |
Invoice totals
| Summary | Amount |
|---|
| Labor subtotal | |
| Equipment / parts subtotal | |
| Refrigerant subtotal | |
| Tax / permit / disposal | |
| Balance due | |
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Progress billing / application of payments
| Cost code / phase | Contract amount | Prior billed | This invoice | Balance remaining |
|---|
| Mobilization / admin | | | | |
| Demolition / prep | | | | |
| Rough work / install | | | | |
| Finish / trim | | | | |
| Punch / closeout | | | | |
| Totals | | | | |
Invoice notes
- Reference model numbers for major equipment replacements.
- If commissioning data is important, attach service report.
- Separate maintenance agreement billing from repair billing when both occur.
Collections / closeout
- If owner declined repairs, note that on the service report instead of this invoice.
- Save serial numbers and warranty registration data with the invoice packet.
- For property managers, include unit number and tenant contact.
Remittance & receipt
Invoice should be kept with the equipment selection sheet, service report, and any maintenance agreement or installation paperwork associated with the job.
Customer receipt / owner representative
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