HVAC Risk Assessment Template: Free PDF Download

We’re offering a free HVAC risk assessment template for HVAC technicians to use during HVAC inspections, installations, repairs, or maintenance visits. 

To get your free template, fill out our form (to the right on desktop, or above on mobile) and we’ll email it to you straightaway. 

What’s Included in the HVAC Risk Assessment Template

Our PDF risk assessment template includes the following fillable fields:

1. Project Information

• Project name, location, and date

• Details of who is conducting the risk assessment, and date

2. Job Description

• Scope of work (installation, maintenance, repair, inspection, other)

• System type (heating, ventilation, air conditioning, combined)

• Equipment used

• Materials used

3. Hazard Identification

• Identify potential hazards for each task (e.g. electrical, chemical, physical, ergonomic, biological)

• Space for each task, hazard, and potential harm

4. Risk Analysis

• For each hazard, evaluate the likelihood and severity to determine the level of risk

• Likelihood (very unlikely/unlikely/possible/likely/very likely)

• Severity (minor/moderate/major/catastrophic)

• Risk level (calculate based on your criteria, e.g., Likelihood x Severity)

• Space for each hazard with likelihood, severity, and risk level

5. Control Measures

• Propose measures for each risk identified, to eliminate or reduce the hazard

• Space for each hazard with control measures, implementation date, and responsible person

6. Training and Communication

• Training requirements (safety protocols, equipment use, hazardous materials handling, emergency procedures)

• Communication plan (team briefings, safety signage, incident reporting procedure)

7. Monitoring and Review

• Monitoring plan (how it will be monitored and who will be responsible)

• Review plan (when the risk assessment will be reviewed and who will conduct the review)

8. Emergency Procedures

• First aid (location of first aid kits and names of designated responder)

• Evacuation plan (assembly points and evacuation routes)

• Incident reporting (procedure for reporting accidents and near misses, name of person responsible for incident reports)

9. Sign Off

• Name and signature of the technician who conducted the risk assessment, with date

• Name and signature of the person who has approved the risk assessment, with date

When to Use an HVAC Risk Assessment

Risk assessments are a safety and compliance tool offering a structured way to identify potential hazards in the work area, evaluate how serious they are, and determine steps for mitigation. 

They’re used in several contexts:

1. Before Starting Work on Site (General Safety Protocol)

Many HVAC companies require technicians to perform a quick Job Safety Analysis (JSA) or Task Risk Assessment (TRA) before each job. 

This doesn’t need to be a long document — often it’s a checklist that covers things like electrical hazards, working at height, confined spaces, or refrigerant handling.

These help meet OSHA, EPA, or insurance safety requirements. The goal is to remind techs to pause, scan for hazards, and take appropriate precautions — not to generate a full report every time.

2. For High-Risk or Complex Jobs

Full formal risk assessments are typically needed for large commercial installs, retrofits, or maintenance in hazardous environments, such as:

• Rooftop air conditioning systems requiring cranes or lifts

• HVAC system maintenance in hospitals, factories, or labs

• Testing supply air and return air pressure inside air handlers, ducts, or plenums

• Jobs involving refrigerants or gases under high pressure

• Projects requiring permits (e.g., hot work, confined space entry)

These projects often require written documentation and approval from a health and safety officer or project manager.

3. As Part of Bidding or Compliance Documentation

Some commercial clients (especially government, healthcare, or industrial sectors) require a documented risk assessment (alongside method statements and other assets) as part of the proposal or job file before work begins.

This shows due diligence and can be part of ISO 45001 or OSHA recordkeeping standards.

The Drawbacks of PDF HVAC Risk Assessment Templates

1. Lack of Accountability → Inconsistent Usage

• Techs may resist completing risk assessments for every job, especially if they see them as just another layer of red tape. 

• There’s no way to ensure these forms are filled out when they’re supposed to be.

2. Static & Inflexible → No Real-Time Updates of Risk Level Changes

• A PDF risk assessment is just a digital piece of paper — it doesn’t update in real-time or track important developments like malfunctioning equipment when techs are on site, or changes in safety procedures. 

• If a technician updates a risk assessment (for example, with a new risk identification or change in risk level), the changes won’t be reflected across other parts of the workflow or shared with other team members.

3. No Multimedia Support → Disorganized Documentation & Missing Information

• PDFs are text-only and cannot include photos or videos (for example, to demonstrate the noise level of an HVAC system).

• Techs must store media separately, increasing the risk of losing valuable documentation.

4. Lack of Integration → Laborious Manual Work & Potential Errors

• PDFs don’t automatically sync with the other tools and apps (e.g. CRM, project management, etc.) you use to run your business.

• Risk assessment documents must be manually saved or transferred to various platforms, wasting time and increasing the likelihood of errors.

5. Disorganized Communication → Costly Delays & Poor Customer Experience

• Safety issues discovered during risk assessments can’t be easily shared between field and office staff. 

• Miscommunication can result in delays in critical follow-up actions like checking warranty or inventory information, drafting estimates, or ordering parts.

Why Settle for Outdated PDFs? ServiceTitan Solves These Pain Points

PDF templates may be sufficient for small businesses or one-off jobs. But as an HVAC company scales, using them for processes as important as risk assessment becomes its own form of unnecessary risk for your business.

In the next section, we’ll explain how our HVAC contractor software helps you create and manage digital risk assessments that integrate with estimates, invoices, and other essential business processes.

How ServiceTitan Integrates the HVAC Risk Assessment Process with Core Job Workflows

ServiceTitan software helps streamline the risk assessment process by helping HVAC technicians:

• Ensure risk assessments are completed efficiently for every job

• Create and present estimates as soon as issues are identified

• Easily track, access, and update maintenance agreements

• Leverage automation to schedule recurring jobs on time

• Efficiently deliver invoices and get paid faster

Ensure Risk Assessments Are Completed Efficiently for Every Job

With ServiceTitan, you can easily create and assign digital forms and checklists to specific jobs, customers, locations, or equipment — including checklists for risk assessment and HVAC safety. 

Since ServiceTitan stores all your data securely in the cloud, accessing forms and customer information is quick and seamless, whether you're using our desktop or mobile app. This streamlined process helps business owners and staff save time, reduce errors, and stay organized — no more hauling around paper checklists or manually transferring data into a computer. 

Key Features

• Build custom forms from scratch or use our library of prebuilt templates. Templates are available through TitanExchange, are sourced from successful HVAC companies, and can be fully customized to fit the unique needs of your business.

• Specify any number of custom details and duplicate every form as many times as necessary. Include HVAC equipment items or technical terms such as: air conditioning units, ductwork, dampers, condensers, or diffusers; energy consumption, room temperature, airflow rates, air quality, or failure modes, without worrying about running out of space.

• Use gated workflows that require techs to check off every step on a risk assessment form before passing it over for sign-off. This reduces missed steps and ensures the report is completed correctly.

• Trigger checklists for specific jobs. For example, if new equipment such as an air handling unit (AHU) is recommended following a risk assessment, pre-specify that an HVAC installation checklist is always filled out. HVAC techs can toggle with ease between the different forms directly from the ServiceTitan mobile app.

• Include photos and signatures to ensure an accurate record is kept of equipment, work areas, and what’s been agreed. ServiceTitan gives you the ability to request and include an almost unlimited number of labeled photos within your forms. You could also require a customer signature, for example, from a customer who forgoes a technician's recommendations on a risk assessment form.

These features help ensure standard operating procedures are followed in the field for every job. They also ensure that the customer has a clear record of the risk assessment and also what was recommended and agreed to, increasing customer satisfaction and minimizing the chance of issues further down the line. 

Create & Present Estimates As Soon As Issues Are Identified

For HVAC business owners, one of the benefits of a bulletproof risk assessment process is that it empowers HVAC technicians to identify and capitalize on valuable sales opportunities.  

For example, when a tech finds an issue (for example, with an air control system) in the course of a risk assessment, ServiceTitan lets them:

• Build a custom Good-Better-Best proposal with our integrated pricebook on the spot.

• Present proposals including product photos, equipment specs, and pricing, via a mobile device.

• Obtain instant approval from clients for urgent jobs.

• Track and follow-up on outstanding estimates to improve close rates.

Easily Track, Access, & Update Maintenance Agreements

Oftentimes, risk assessments are used in the context of HVAC maintenance agreements, especially for large commercial clients. ServiceTitan's service agreements functionality allows HVAC businesses to efficiently document, manage, and track recurring services. 

All of the records and specifications of these agreements are stored in one place, including:  

• Membership type 

• Agreement period 

• Membership locations (single or multiple)

• Billing terms and schedule 

• Service frequency (quarterly, biannual, or annual maintenance plan)

• Revenue recognition (point of sale or deferred)

Storing this information centrally means that contractors don’t need to sift through paper files or spreadsheets. The details are easy to edit and can be viewed from our desktop app by office staff or technicians in the field.  

In addition, membership tracking is seamlessly integrated with the software tools that our users rely on to schedule jobs, build proposals, send invoices, and collect payments. 

Leverage Automation to Schedule Recurring Jobs on Time

Recurring services are automatically added to your schedule. This saves office staff from having to track and add these jobs manually while reducing the chances of missing maintenance visits.

ServiceTitan lets users: 

• View upcoming recurring services by date range.

• Initiate individual jobs by coordinating a time with the customer.

• Automatically assign jobs to specific technicians. 

• Display job bookings on techs’ schedules and via our easy-to-use dispatch board.

• Create follow-up notifications, if required (e.g. when a customer isn’t ready to book a job).

If you’re scheduling a job that’s not connected to a service agreement, for example, a new equipment installation that’s been recommended following a risk assessment, our call booking workflow helps make this seamless, by:

• Providing CSRs with the names and customer histories of incoming callers.

• Guiding CSRs through an intuitive set of form fields and drop-down menus to ensure important information is captured on the first call.

• Allowing CSRs to efficiently schedule appointments from the same screen.

• Automatically adding scheduled jobs and job details to the dispatch board.

Efficiently Deliver Invoices and Get Paid Faster

ServiceTitan helps you create invoices quickly and get paid faster with:

• Automated invoice creation: ServiceTitan automatically populates invoices so there’s no discrepancy between the estimate and the bill. Create invoices and have them e-signed on-site with a mobile device or send invoices by email with a payment link.  

• Flexible financing options: Offer access to one of our financing partners, which takes just minutes for customers to apply and get approved. This reduces cost obstacles that might otherwise affect profitability.

• Convenient customer payments: Save time and bring in revenue faster by taking payments on the spot (credit card, check, etc.). Or, homeowners and commercial clients can pay online through our customer portal. Easily track revenue flow with our QuickBooks integration. 

See These Features In Action: Schedule a Free Demo

All of these integrations work together and in tandem with ServiceTitan’s customized digital forms with no need to jump in and out of different software tools, spreadsheets, or use paper. 

So, while an HVAC risk assessment template is a good starting point, using ServiceTitan’s HVAC software to sync your reports and forms with the rest of your business operations increases the efficiency of your HVAC business and helps your HVAC techs deliver consistent, quality service while ensuring compliance with your health and safety protocols.