Annual HVAC Maintenance Checklist for Bay Area Homes

Most homeowners ignore their HVAC system until it breaks. But just like your car needs oil changes, your heating and cooling equipment needs regular maintenance to run efficiently and last 15-20 years instead of failing at 8-10 years.

Bay Area homes have a unique advantage: Our mild climate means less wear-and-tear than extreme climates. But that same mild climate makes it easy to forget maintenance—until your furnace fails on the coldest night of winter.

Why Annual Maintenance Matters

Without maintenance, expect:

• 15-30% higher energy bills
• 2-3x more frequent repairs
• 5-10 year shorter equipment lifespan
• Higher risk of carbon monoxide leaks (gas furnaces)
• Voided manufacturer warranties

With annual maintenance:

• 95% uptime (vs 60-70% without maintenance)
• Catch small problems before they become expensive repairs
• Maintain manufacturer warranty coverage
• Peace of mind during extreme weather

Fall Maintenance (September-October): Before Heating Season

DIY Tasks (30-45 minutes)

Thermostat:

• ✅ Test heat mode - set 5°F above current temp
• ✅ Replace thermostat batteries (if applicable)
• ✅ Verify scheduled programming still matches your routine

Air Filters:

• ✅ Replace filter (MERV 11 recommended)
• ✅ Buy 6-12 replacement filters for the year
• ✅ Set calendar reminder for every 60-90 days

Vents & Registers:

• ✅ Vacuum dust from all supply and return vents
• ✅ Ensure furniture/curtains aren't blocking airflow
• ✅ Check that all vents are open (even in unused rooms)

Visual Inspection:

• ✅ Look for rust, corrosion, or water stains around furnace
• ✅ Check flue pipe for rust or disconnections (gas furnaces)
• ✅ Clear combustibles from around furnace (maintain 3-foot clearance)

Professional Tasks ($89-$159)

What technicians do during fall tune-up:

1. Test heat exchanger for cracks (carbon monoxide risk)
2. Measure gas pressure and adjust burner flame
3. Inspect blower motor and lubricate bearings
4. Test safety controls (limit switch, flame sensor, pressure switch)
5. Check electrical connections and tighten terminals
6. Measure temperature rise (should be 40-70°F across heat exchanger)
7. Inspect condensate drain and clear blockages
8. Test thermostat calibration
9. Inspect ductwork for leaks (if accessible)
10. Provide written report of findings and recommendations

Cost: $89-$159 (many contractors offer $59 specials in fall)
Time: 60-90 minutes
Value: Prevents 80% of mid-winter emergency service calls

Spring Maintenance (March-April): Before Cooling Season

DIY Tasks (30-45 minutes)

Outdoor Condenser Unit:

• ✅ Turn off power at disconnect box
• ✅ Remove leaves, grass clippings, debris from fins
• ✅ Straighten bent fins with fin comb (if needed)
• ✅ Clear vegetation 24" around unit
• ✅ Hose off outdoor coil (spray from inside-out)
• ✅ Restore power

Thermostat:

• ✅ Test cooling mode - set 5°F below current temp
• ✅ Switch from heat to cool mode

Indoor Unit:

• ✅ Replace air filter
• ✅ Check condensate drain isn't clogged
• ✅ Pour 1 cup vinegar down drain line to prevent algae

Ductwork:

• ✅ Inspect accessible ductwork for disconnections
• ✅ Check attic/crawlspace insulation on ducts

Professional Tasks ($89-$159)

What technicians do during spring tune-up:

1. Measure refrigerant levels and check for leaks
2. Test compressor amp draw and compare to specifications
3. Measure temperature split (should be 15-25°F across evaporator)
4. Inspect evaporator coil for dirt/blockages
5. Clean condensate drain with shop vac and flush
6. Test capacitors (start and run capacitors)
7. Tighten electrical connections
8. Lubricate fan motor bearings
9. Test safety controls (high/low pressure switches)
10. Verify proper airflow (350-450 CFM per ton)

Bay Area advantage: Our mild climate means AC doesn't work as hard as Arizona or Texas, so maintenance finds fewer problems. But don't skip it—when we do get heat waves, you want your AC working perfectly.

Year-Round Monthly Tasks (5 minutes each)

Every month:

• ✅ Check air filter - replace if dirty
• ✅ Listen for unusual sounds (grinding, squealing, banging)
• ✅ Watch for error codes or warning lights on thermostat
• ✅ Check outdoor unit isn't blocked by leaves/debris

Every 3 months:

• ✅ Test both heating and cooling modes (even off-season)
• ✅ Verify all vents have strong, even airflow
• ✅ Check condensate drain pan for standing water

Cost Breakdown: Annual Maintenance Plans

Option 1: Pay-Per-Visit

Cost: $89-$159 per visit x 2 visits/year = $178-$318/year
Includes: Standard tune-up checklist
Priority service: No
Discounts on repairs: No

Option 2: Maintenance Agreement

Cost: $149-$249/year
Includes: 2 annual tune-ups (spring + fall)
Priority service: Yes (same-day or next-day)
Discounts on repairs: 10-20% off parts and labor
Other perks: No overtime charges, extended warranties

Breakeven: Maintenance agreements pay for themselves if you need even one repair per year.

Bay Area Specific Considerations

Coastal Homes (SF, Pacifica, Half Moon Bay)

Challenge: Salt air corrodes outdoor units faster
Solution: Request outdoor coil inspection and protective coating application
Frequency: Annual maintenance + mid-year outdoor unit rinse

Wildfire Zones (Oakland Hills, Walnut Creek, San Jose foothills)

Challenge: Smoke/ash clogs filters and coils rapidly
Solution: Replace filters monthly during fire season, schedule post-wildfire coil cleaning
Cost: $150-$250 for professional coil cleaning after major smoke events

Older Homes (Pre-1990)

Challenge: Original furnaces may have cracked heat exchangers (CO risk)
Solution: Request camera inspection of heat exchanger annually
Upgrade trigger: If cracks found, replace immediately (safety hazard)

Red Flags That Require Immediate Service

Call for same-day service if:

• 🚨 Yellow or orange flame on gas furnace (should be blue)
• 🚨 Smell of gas near furnace or appliances
• 🚨 Carbon monoxide detector alarming
• 🚨 Water pooling around indoor unit
• 🚨 Burning smell or smoke from vents
• 🚨 System short-cycling (turning on/off every 2-5 minutes)

Schedule service within 1 week if:

• ⚠️ Energy bills suddenly 20%+ higher
• ⚠️ Uneven heating/cooling room-to-room
• ⚠️ System running constantly but not reaching set temp
• ⚠️ Loud grinding, squealing, or banging sounds
• ⚠️ Reduced airflow from vents

Maintenance ROI: Is It Worth It?

Annual maintenance cost: $149-$249/year
Average emergency repair: $350-$800
Frequency without maintenance: 1-2 repairs/year
Frequency with maintenance: 0-1 repairs every 2-3 years

10-year comparison:

• With maintenance: $2,000 maintenance + $500 repairs = $2,500 total
• Without maintenance: $0 maintenance + $5,000 repairs + $8,000 premature replacement = $13,000 total

Net savings: $10,500 over 10 years with proper maintenance.

The Bottom Line

Minimum recommended:

• 1 professional tune-up per year (fall, before heating season)
• Monthly air filter checks/replacement
• Visual inspections quarterly

Optimal schedule:

• 2 professional tune-ups per year (fall + spring)
• Maintenance agreement for priority service
• Monthly DIY tasks from this checklist

For most Bay Area homes: Our mild climate makes the spring AC tune-up optional if budget is tight. But the fall furnace tune-up is mandatory for safety (carbon monoxide) and reliability.

Next steps:

1. Schedule fall maintenance NOW (before October rush)
2. Sign up for maintenance agreement (saves money long-term)
3. Set calendar reminders for monthly filter checks
4. Keep this checklist handy for DIY tasks

Galaxy Heating & Air offers comprehensive maintenance agreements with priority service, 20% discount on repairs, and no overtime charges. Call (925) 578-3293 to schedule your fall tune-up and discuss our maintenance plans.