7 Fall Commercial HVAC Maintenance Tasks For Facilities Managers

If you're responsible for managing a commercial or industrial building in Massachusetts, you know how fast winter weather can turn into a crisis. All it takes is one cold snap to expose a system that wasn’t properly shut down or tuned up in the fall, leading to emergency service calls, tenant complaints, or even system-wide failures.

At Harold Brothers, we’ve spent decades helping facilities across New England prepare for the heating season. From hospitals and schools to manufacturing plants and office buildings, our team knows how to keep critical HVAC systems running reliably when the temperature drops.

In this article, we’ll walk you through the 7 essential HVAC maintenance tasks every facility should complete before winter—plus why skipping even one could cost you thousands in repairs or lost productivity.

1. How Do I Shut Down My Commercial HVAC Cooling Equipment for Winter?

Before winter hits, properly shutting down your building’s cooling system is a key step in any fall HVAC checklist. This protects your investment, prevents unnecessary wear, and ensures your system is ready for spring startup without costly surprises.

Basic Tasks:

• Power down condenser units that are cooling-only; if they’re part of a heat pump system, they remain operational year-round
  
  
• Shut down and drain cooling towers to prevent freezing and corrosion
  
  
• Remove debris like leaves, branches, or dirt
  
  
• Check for visible damage, such as cracked panels

More Complex Tasks:

• Inspect refrigerant lines for leaks or signs of wear
  
  
• Check all wiring and control settings
  
  
• Test system performance before the final shutdown

Why it Matters:

A proper seasonal shutdown is like storing your summer equipment the right way. You want it clean, dry, and protected so it is ready in the spring. If the system includes refrigerant or automation controls, overlooking shutdown steps can lead to costly problems down the line.

2. How Often Should I Replace Air Filters in My Commercial HVAC System?

Swapping out old air filters is one of the fastest, most cost-effective ways to improve HVAC efficiency and indoor air quality in commercial spaces. In Massachusetts, where seasonal changes put systems to the test, clean filters keep airflow steady and reduce strain on equipment.

Basic Tasks:

• Replace filters in rooftop or air handling units
  
  
• Match filters to your building’s required MERV rating

More Complex Tasks:

• Measure airflow and pressure drop across filters
  
  
• Access filters in hard-to-reach or sealed systems
  
  
• Maintain HEPA or specialized filtration systems

Why it Matters:

Changing filters is like changing the oil in your car. If you skip it, your system works harder, becomes less efficient, and is more prone to failure. In many buildings, filter maintenance also supports air balancing and compliance standards that require professional oversight.

3. How Do I Clean Air Registers and Grilles in a Commercial Building?

Dusty or blocked vents can reduce comfort, increase energy costs, and negatively impact indoor air quality. A quick cleaning ensures conditioned air reaches every space in your building without obstruction.

Basic Tasks:

• Wipe down grilles and vents
  
  
• Look for visible dust or anything blocking airflow

More Complex Tasks:

• Clean inside ductwork
  
  
• Troubleshoot inconsistent airflow between rooms
  
  
• Investigate indoor air quality complaints

Why it Matters:

Dirty vents can circulate dust, allergens, and odors. If airflow is uneven or certain rooms are not heating correctly, there may be system-level problems that need further investigation.

4. How Do I Check and Calibrate Thermostats in a Commercial Building?

Even small thermostat errors can throw off comfort and drive up utility bills in commercial buildings. Fall is the perfect time to recalibrate, update schedules, and ensure your control systems are communicating correctly.

Basic Tasks:

• Test your thermostats to make sure they are working properly
  
  
• Update heating schedules based on occupancy
  
  
• Replace batteries in thermostats and carbon monoxide detectors

More Complex Tasks:

• Calibrate zone sensors in your BAS
  
  
• Resolve communication issues between devices
  
  
• Reprogram automated heating schedules or curves

Why it matters:

Even a slight inaccuracy in a thermostat can lead to discomfort, energy waste, and building-wide imbalance. In complex systems, these errors can affect entire zones and are best addressed by trained technicians with the right tools.

5. What Noises Should I Listen for in My Commercial HVAC System?

Strange sounds are often the first sign of mechanical trouble in a commercial HVAC system. Identifying and addressing them now can prevent costly breakdowns during peak heating season.

Basic Tasks:

• Start up the system and listen for any banging, rattling, or screeching
  
  
• Make note of when and where you hear noises

More Complex Tasks:

• Identify and diagnose vibration or motor issues
  
  
• Access internal parts such as belts and bearings
  
  
• Lubricate or replace worn components

Why it matters:

Odd sounds are early warnings. A small rattle can turn into major motor damage if ignored. Catching these issues early avoids larger system failures.

6. How Do I Prepare a Commercial Humidifier for Winter?

In New England winters, maintaining the right humidity level is critical for comfort and building preservation. Prepping your humidifier before the heating season prevents issues like static, warped materials, and mold growth.

Basic Tasks:

• Inspect and clean the humidifier tank, drain lines, and water supply
• Make sure any filters are cleaned or replaced
• Open water supply lines and set the RH to 35 to 45 percent

More Complex Tasks:

• Test steam or duct-mounted humidifiers
  
  
• Look for mineral buildup or stuck valves
  
  
• Ensure system integration with BAS is functioning properly
  
  

Why it matters:

Humidity impacts comfort, building materials, and even electronics. Low humidity causes discomfort and static shocks, while high humidity can lead to mold and equipment damage. Proper balance protects both people and infrastructure.

7. How Do I Inspect Equipment Rooms and Mechanical Spaces in My Building?

The condition of your equipment rooms directly impacts HVAC performance and reliability. Fall inspections help spot hidden risks before they escalate into emergencies during freezing weather.

Basic Tasks:

• Make sure areas are clean, dry, and accessible
  
  
• Check for leaks, stains, pests, or blockages

More Complex Tasks:

• Investigate signs of mold, rust, or water buildup
  
  
• Test emergency systems and shutoffs
  
  
• Resolve overheating, odors, or poor ventilation in these spaces

Why it Matters:

These spaces often go unnoticed until a problem becomes serious. A blocked vent or leak in fall can become a critical failure during a January cold snap. Preventative checks ensure these support areas remain stable and safe.

Is a Preventative Maintenance Contract Worth It?

Fall HVAC prep is not just a checklist. It is a long-term strategy. With a preventative maintenance contract, you get both basic and advanced services from professionals who know your building and systems.

• Seasonal tune-ups are scheduled and handled
  
  
• Repairs get priority when needed
  
  
• Warranty documentation stays current
  
  
• Familiar technicians provide consistent service
  
  
• Issues are caught early, saving money and downtime

What’s the Best Way to Prepare Your Commercial HVAC System for Winter in New England?

You now have a full breakdown of the 7 HVAC maintenance tasks that should be on every building manager’s radar each fall, from filter changes and thermostat checks to full mechanical room inspections.

New England winters don’t leave much room for error. Skipping fall HVAC prep might seem minor, but it's one of the top reasons systems fail when you need them most. What’s easy to overlook in October becomes an expensive emergency in January.

This is where a preventative maintenance contract with Harold Brothers pays off. Our skilled technicians handle everything from simple filter swaps to complex diagnostics, ensuring your system is safe, compliant, and winter-ready.

At Harold Brothers, we specialize in HVAC solutions for large-scale, high-demand buildings. If you want peace of mind this winter, we’re ready to take the work off your plate and make sure your building stays warm, safe, and operational all season long.