The Top Questions Building Owners Should Ask During HVAC Service Visits

When it comes to managing your building’s HVAC systems, knowledge is power — and asking the right questions during service visits can save you time, money, and future headaches. Whether you're responsible for a single facility or a portfolio of buildings, understanding the current condition and performance of your HVAC equipment is key to ensuring comfort, efficiency, and longevity.

To help you make the most of each service call, here are the top questions building owners and facility managers should be asking their HVAC service provider:

1. Is My System Running at Peak Efficiency?

This question opens the door for your technician to discuss system performance, energy use, and potential upgrades. Even minor inefficiencies —like a dirty filter, leaky duct, or outdated control setting — can add up to big energy waste.

Follow-up tip: Ask if there are ways to optimize performance with controls, sensors, or smart thermostats.

2. Are There Any Signs of Wear or Failing Components?

Proactive repairs are always less costly than emergency ones. Your technician should inspect belts, motors, refrigerant levels, coils, and electrical connections — and let you know if anything is nearing the end of its service life.

Pro tip: Ask about critical spare parts you should keep on hand to reduce downtime.

3. How Is My Equipment Trending Compared to Last Year?

Your technician likely sees patterns over time. Are service calls becoming more frequent? Is performance dipping? This question encourages long-term thinking and helps justify capital planning for future replacements.

4. Are There Efficiency Rebates or Incentives I Should Be Aware Of?

From utility rebates to federal tax credits, there are often local and regional programs that incentivize energy-efficient upgrades. Your HVAC contractor should be able to help you identify opportunities and navigate the paperwork.

5. How Is My Refrigerant Health Looking?

Especially for systems still using legacy refrigerants (like R-22or R-410A), it’s critical to assess refrigerant condition and plan for regulatory changes. Ask whether you're affected by EPA refrigerant phase-downs and if alternative options are available.

6. Are There Any Compliance Issues I Should Know About?

For systems using ammonia or other industrial refrigerants, compliance with IIAR, ASHRAE 15, or OSHA regulations is non-negotiable. This is the perfect time to confirm that your equipment, detection, and ventilation systems are up to code.

7. Is My Preventative Maintenance Plan Still Right for My Facility?

Usage patterns change. If your facility added new equipment, adjusted occupancy, or changed its hours, your maintenance schedule should reflect that. Ask whether your current PM program is still the best fit — or if it needs fine-tuning.

8. When Should I Start Planning for Replacement?

No system lasts forever. Get a realistic idea of your system’s remaining useful life and start planning your capital budget accordingly. This will help avoid reactive decisions — and unexpected downtime.

In Summary:

Your HVAC service visit is more than just a checkup — it’s an opportunity to gain insight, make informed decisions, and build a stronger partnership with your mechanical contractor.

At Northstar Refrigeration, we believe that building owners should feel confident and empowered in the care of their equipment. Our team of experienced technicians is always happy to walk you through your system’s condition and help you plan ahead — whether it’s through energy efficiency upgrades, refrigerant transitions, or spare parts recommendations.

Have any questions? Let us help.

Call us at (508) 888-3692 or visit northstarhvacr.com to speak with a member of our team.

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