Quick answer
An AC preventive maintenance visit typically covers: cleaning or washing the air filters, cleaning the indoor coil and blower, clearing the drain line, cleaning the outdoor condenser coil, checking electrical connections and capacitor, measuring current draw, and checking cooling performance. Most AMCs schedule two to four such visits a year, with one before summer. Follow the manufacturer's manual for model-specific steps.
Indoor unit checklist
| Task | Frequency | Notes |
|---|---|---|
| Remove and wash air filters | Every visit | Dry fully before refitting. Replace if torn or warped. |
| Clean evaporator coil | Every visit; jet wash as needed | Use a coil cleaner suited to the fin material. Protect the PCB and wiring from water. |
| Clean blower wheel | Every visit or when dusty | Dirt on the blower reduces airflow more than people expect. |
| Clear the drain tray and drain pipe | Every visit | Flush with water; check slope and outlet for blockage. Common cause of indoor leaks. |
| Check swing louver and motor | Every visit | Free movement, no noise. |
| Check remote and display | Every visit | Batteries, sensor response, error codes. |
| Inspect indoor wiring and terminals | Every visit | Tighten loose terminals; look for heat marks. |
Outdoor unit checklist
| Task | Frequency | Notes |
|---|---|---|
| Clean condenser coil | Every visit | Bent fins should be combed straight. Coastal sites may need more frequent cleaning. |
| Check fan blade and motor | Every visit | No wobble or unusual noise; blade clear of debris. |
| Inspect capacitor | Every visit | Look for bulging or leakage; test value if the unit struggles to start. |
| Check contactor and terminals | Every visit | Pitted contacts or loose wires cause intermittent faults. |
| Inspect refrigerant pipes and insulation | Every visit | Torn insulation, oil marks at joints (a possible leak sign). |
| Check mounting stand | Twice a year | Rust, loose bolts, vibration; important for high-rise outdoor units. |
Performance checks
Cleaning alone does not tell you whether the AC is working well. Record these readings on each visit so you can compare over time:
| Check | When | What to look for |
|---|---|---|
| Supply vs return air temperature | Every visit | A drop smaller than usual for that unit suggests airflow or gas issues. |
| Running current | Every visit | Compare with the rating plate. A rising trend often points to coil or compressor stress. |
| Supply voltage | Every visit | Low or fluctuating voltage is a common cause of failures; suggest a stabiliser where needed. |
| Gas pressure | When cooling is weak | Check against the manufacturer's specification for that refrigerant. Do not top up blindly. |
| Noise and vibration | Every visit | Note any change from the last visit. |
A seasonal schedule that suits India
| Visit | Focus | Notes |
|---|---|---|
| Pre-summer (Feb–Mar) | Full service: filters, coils, drain, electricals, performance readings | Most important visit — book early, as demand peaks in April–May |
| Mid-summer (May–Jun) | Filter cleaning, drain check, quick performance check | Heavy-use units in shops and clinics benefit most |
| Post-monsoon (Sep–Oct) | Drain line, outdoor unit cleaning, rust and insulation check | Monsoon debris and humidity cause blockages and corrosion |
| Winter (Dec–Jan) | Optional visit for year-round units | Server rooms and commercial sites only |
Adjust by city. Coastal and very dusty areas may need more frequent coil cleaning; cooler regions may need fewer visits.
Notes by AC type
- Split AC: drain line and outdoor unit access cause most delays. Ask customers about access before the visit.
- Window AC: the whole unit may need to come out for a thorough clean. Check the frame seal and rain drainage.
- Cassette and ductable: drain pumps and condensate trays need extra attention; ceiling access needs a ladder and often building permission.
- Inverter models: error codes are more informative. Note them before resetting anything.
When to raise a breakdown complaint
Some findings are beyond a routine visit. Log them as a separate complaint so they do not get forgotten: compressor not starting, suspected gas leak, repeated tripping, burnt smell, or water leaking even after the drain is cleared.
What to tell the customer after the visit
A short message after each service builds trust and helps at renewal: what was done, any reading that looked off, and anything they should watch for. If you are still deciding how many visits to include, see how to price AMC contracts.
For AC businesses, our AC service management software page explains how contracts and complaints are organised. More on AMC software and our AMC management software.
How AMCFlow helps
- Add each AC as a separate unit under the customer, with its own AMC start and end dates.
- Log a breakdown found during a service as a complaint against the AMC, with a complaint number.
- Assign it to a technician, who gets a WhatsApp job alert with customer, mobile, address, product, problem and complaint number.
- Expiry dashboard shows AC contracts nearing expiry — useful before the pre-summer rush.
Frequently asked questions
How often should an AC be serviced under AMC?
Most AC AMCs include two to four preventive services a year, with one before summer. Heavy-use and coastal units may need more frequent cleaning.
What is included in AC preventive maintenance?
Typically filter washing, indoor coil and blower cleaning, drain line clearing, outdoor coil cleaning, electrical checks, current measurement and a cooling performance check.
Should gas be topped up at every AC service?
No. Gas should be checked against the manufacturer's specification only when cooling is weak. Topping up without finding the cause hides a possible leak.
When is the best time for AC servicing in India?
February to March, before summer demand peaks. A post-monsoon visit in September or October helps with drain blockages and corrosion.
Does this checklist replace the manufacturer's manual?
No. It is a general guide. Follow the manufacturer's manual for model-specific steps, settings and safety instructions.