HVAC
HVAC Maintenance Reminders: Fill Your Calendar Pre-Season
3 min read
ENERGY STAR recommends having heating and cooling systems checked by a contractor every year before the season starts: the cooling system in spring and the heating system in fall. Most homeowners know this but don't remember the date. The contractor who reminds them at the right time helps keep their system running well and keeps the customer for the next season.
When should HVAC maintenance happen?
ENERGY STAR advises annual pre-season check-ups, with cooling systems checked in spring and heating systems in fall (ENERGY STAR). Demand bunches up in the weeks before each season, and many contractors can't keep up.
That rush is an opportunity. If you reach last year's customers before the season starts, your calendar fills early and the busiest weeks get easier.
Plan the seasons ahead
| Period | What to do |
|---|---|
| Late winter – early spring | First reminder to last year's cooling customers; early bookings |
| Spring | Second message to customers who haven't booked |
| Late summer – early fall | First reminder for heating tune-ups |
| Fall | Second message; new customers and repair calls |
What to record after every visit
- Customer's name, phone number and address
- Equipment make, model and location in the home
- Services performed and prices: seasonal maintenance, filter replacement, refrigerant check and so on
- Visit date and next maintenance date
Make and model let you arrive with the right parts next time. You won't have to call the customer to ask what system they have.
Message examples
Hi Mike, we serviced your furnace last October. Want to book this year's tune-up before the cold weather? We have openings this month. — Comfort Air Heating & Cooling
Hi Mike, we'll be there tomorrow at 10:00 am for your furnace tune-up. Let us know if anything changes. — Comfort Air Heating & Cooling
Hi Mike, thanks for having us today. Here's a summary of the work we did. We'll let you know when your next tune-up is due. — Comfort Air Heating & Cooling
Heating and cooling in one record
Keep heating and cooling as separate services in the same customer record. That way you reach the customer at the right time in both seasons.
Setting it up in Hunlio Periodic Tracking
- Choose the HVAC industry. Services such as seasonal maintenance, filter replacement and refrigerant checks come ready; add your prices.
- When the job is done, create a new service record with the equipment details and the next maintenance date.
- Send the customer a service summary and a digital service record link in your business's name.
- As the date approaches, the customer appears on the Reminders screen. Review the prepared message and send it from WhatsApp or Messages.
Texts for other situations are in our 10 ready-to-use reminder templates.
Frequently asked questions
How often should an HVAC system be serviced?
ENERGY STAR recommends an annual pre-season check-up: cooling systems in spring and heating systems in fall. Check the manufacturer's manual for specific equipment.
How far ahead should the reminder go out?
Sending the first message a few weeks before the season starts gives both the customer and you time to plan. A short confirmation the day before a booked visit is enough.
What if the customer uses another contractor?
That can always happen. But the contractor who knows last year's service details and reminds the customer politely and on time is usually the first one they call.
Run every reminder from one screen
Hunlio Periodic Tracking keeps your service records, lists the customers who are due and prepares the message. You review it and send it from WhatsApp or Messages. The first 30 days are free.
Try 30 days free →