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Introduction to HVAC Reports


Preparing Site Reports and Documentations: Chapter 2


Importance of Reports and Documentation


In this module, we will learn about the types of HVAC reports. We’ll also learn about logical approach in preparing these reports. Skip to quiz!


Reports


When an HVAC system is installed, we have to make sure that installation is done correctly. Recall that we need to maintain the installed systems to identify problems that can appear over the years.


We have to keep a written record of the installation and inspection done on the site in the form of reports. These records assist us with diagnosing repeat problems with a plant or equipment.


The types of reports in the HVAC are:

  • Inspection reports, and

  • Installation reports

HVAC technicians prepare these reports. Let us discuss each of them in detail.


Site Inspection Reports


Site inspection reports are valuable tools used to document findings of visual inspections conducted in the workplace. These reports summarize risks and hazards identified and preventive controls in place.


Home HVAC inspection reports should include an overall assessment of the expected life of the existing equipment. The report should allow the homeowner to conclude the condition of an HVAC system.


Homebuyers also refer to the inspection report to understand the condition of the HVAC system used in a home. More specifics and less generic observations are needed to guide the home buyer to valuable conclusions.


The report should contain building information that includes:

  • Age of the equipment,

  • The ambient temperature outdoors,

  • Location of the equipment,

  • Date of inspection,

  • Equipment manufacturer and model numbers, and

  • Type of systems inspected.


Next, the report should provide some basic observations about the HVAC systems, including:

  • Equipment wear and tear,

  • Parts to be cleaned, replaced, or lubricated,

  • Motors and controls,

  • Condition of electrical connections and voltage, and

  • Refrigerant lines.


The report must have actual system performance measurements. We should also include instruments used for these measurements in the report. If defects are found during inspection testing, we need to record them and provide recommendations for repair.


The recommendation should not be like "have systems serviced," but explain why we should make repairs. We need to explain how the defect impacts the system and what benefits are gained if repairs are made. Also, explain what pitfalls are avoided if repairs are not made.


For example, while inspecting an AHU, we found clogged air filters. Then we should explain in a report that if we allow air filters to become dirty, the air handling unit will not work properly. Dirty air filters can cause the compressor and blower to fail prematurely.


Site Installation Reports


The installation report can have information about:

  • Startup of the system,

  • Testing and balancing of the system, and

  • Commissioning of the system

We can also have a separate report on individual tasks depending on the requirement of the owner. Let us discuss each of them.


When HVAC equipment is installed, the final step before completion is a startup. We need to include a checklist followed during equipment startup in the installation report. It is essential to note the date of equipment startup as the one-year warranty may begin on the date or startup.


The startup report must have a preliminary equipment checklist. These include:

  • Unit is installed as per the installation instructions,

  • Power supply agrees with the unit nameplate,

  • Unit is grounded correctly, and

  • All electrical terminals and mechanical assemblies are tight.


Once we start the system, we need to verify:

  • A fan is spinning in the proper direction, and

  • Correct amp draws from pumps.

After verification, we need to record these checks in a report.


HVAC test and balance reports are crucial to the operation of commercial air conditioning and heating systems. All measurements and test results are recorded in an test and balance report. Once testing is complete, we need to compare our readings to manufacturer specifications or engineered drawings.


For example, we must test the velocity in the exhaust duct of an air handler at the time of installation. We need to verify adequate cubic feet per minute of airflow as required by the manufacturer.


If everything is within the manufacturer’s specifications, we submit the balanced system. If balancing is unattainable, we list deficiencies and repairs for the installing contractor to correct. We should never fake the test results if they are not within the manufacturer’s specifications.


Much like an inspection report, a test and balance report has:

  • Project information such as customer and technician details.

  • Equipment information such as manufacturer, model, and serial numbers, technical specifications.

  • System information such as location, room names, grille information, and design airflows.


The test and balance report also have test results. These include parameters such as:

  • Static pressure,

  • Supply register airflows and return grille airflows,

  • Temperature, voltage, amperage of the fan motor.


Commissioning is a step beyond startup and air balance. HVAC commissioning is using a third party to verify that the system is installed per the contract documents and manufacturers' instructions. So, the commissioning report has all the checklists to verify the system's operation.


The commissioning report validates the following parameters:

  • Physical installation of the system,

  • Mechanical service connections,

  • Electrical service connections, and

  • Control systems

The report has records of checklists to validate these parameters of the system.


The types of reports in the HVAC are:

  • Inspection reports, and

  • Installation reports.

Site inspection reports are valuable tools used to document findings of visual inspections conducted in the workplace.


The installation report can have information about:

  • Startup of the system,

  • Testing and balancing of the system, and

  • Commissioning of the system.


 

Question #1: What types of reports are prepared by HVAC technicians? (Select all that apply)

  1. Installation report

  2. Inspection report

  3. Design report

  4. Research and development report

Scroll down for the answer...

















Answer: Installation report

Inspection report

HVAC technicians prepare installation and inspection reports.


Question #2: What information is included in site inspection reports? (Select all that apply)

  1. Equipment manufacturer and model numbers

  2. Age of technician

  3. Location of the equipment

  4. Date of inspection

Scroll down for the answer...
















Answer: Equipment manufacturer and model numbers

Location of the equipment

Date of inspection

Site inspection reports should include:

  • Age of the equipment,

  • Location of the equipment,

  • Date of inspection, and

  • Equipment manufacturer and model numbers.


Question #3: What can be part of the installation report?

  1. Startup of the system

  2. Testing and balancing of the system

  3. Commissioning of the system

  4. All the above

Scroll down for the answer...
















Answer: All the above

The installation report can have information about:

  • Startup of the system,

  • Testing and balancing of the system, and

  • Commissioning of the system.


Question #4: What is included in a startup checklist for an HVAC system? (Select all that apply)

  1. All electrical terminals and mechanical assemblies are tight

  2. Unit is installed level as per the installation instructions

  3. No noisy compressor in the unit

  4. Unit is grounded correctly

Scroll down for the answer...


















Answer: All electrical terminals and mechanical assemblies are tight

Unit is installed level as per the installation instructions

Unit is grounded correctly

The startup report must have a preliminary equipment checklist. These include:

  • Unit is installed level as per the installation instructions,

  • Unit is grounded correctly, and

  • All electrical terminals and mechanical assemblies are tight.


Question #5: What parameters are to be tested for balancing an HVAC system? (Select all that apply)

  1. Supply register airflows and return grille airflows

  2. Static pressure

  3. Area of the site

  4. All the above

Scroll down for the answer...
















Answer: Supply register airflows and return grille airflows

Static pressure

The test and balance report also have test results. These include parameters such as:

  • Static pressure,

  • Supply register airflows and return grille airflows,

  • Temperature, voltage, and amperage of the fan motor.

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