5 Simple Tips for a Smooth HVAC Service Visit
Key takeaways:
• Preparation is key to a successful visit
• Asking the right questions helps prevent problems in the future
• Taking advantage of digital solutions optimizes the visit and system maintenance
By Anne Fonda
Most of us take our heating, air conditioning, and ventilation (HVAC) systems for granted. Out of sight, out of mind, as the saying goes. But by paying attention to your HVAC system, you can help ensure your home comfort.
By keeping up with HVAC maintenance, working with trusted HVAC professionals, and taking advantage of smart diagnostics, you can save money and potentially prolong the life of your heating and cooling system.
New to the area or new to being a homeowner, and not sure what HVAC company to hire? Read our checklist for finding the best HVAC service near you.
To optimize your next HVAC service visit and your comfort, follow these tips.
#1: Prepare for arrival
Is your house number easily visible from the street? It should be on the mailbox, mailbox post, or curb. A house number at your front door may not be visible if you live in a suburban area with big front yards.
Make it easy for the HVAC technician to confirm they’re in the right place. This is good practice in general for deliveries, service calls, and even emergency services.
Inside your home, clear away boxes or anything else that blocks the indoor unit. If the HVAC equipment is in the attic with a pull-down set of stairs, make sure the floor is clear where the stairs will pull down.
You know the technician needs to get to the unit. Don’t wait until they arrive to move things out of the way.
Confine your pets before they arrive.
Outside, set aside any decorative fence or barrier you have around the air conditioner or heat pump. Trim any shrubs, vines, or grass two feet away from the unit regularly. On the day of the HVAC service visit, clean up any dog doo in your yard.
#2: Be responsive and understanding
Most HVAC companies will send you a text or call you to let you know when the technician is on the way to your service appointment. If the text asks for your confirmation, please respond.
If you have a “Silence Unknown Callers” feature enabled on your cellphone, disable it the day of the visit. Technicians will not be calling from the main office number. This is the company’s way of ensuring that you are home and prepared for their arrival. Don’t leave your home when you have an appointment in the next 15 minutes. They could be early.
On repair calls, once an HVAC technician has evaluated your HVAC equipment, they may find a problem with your system that requires a replacement part. Please understand that while technicians may carry common parts such as capacitors and valves, they may need to leave to go to a supply warehouse or schedule a second visit to replace larger parts such as an evaporator coil or condenser coil.
#3: Be prepared to ask questions, but don’t hover
Just like when you take your car to the mechanic’s, be prepared to ask questions. The HVAC technician should arrive at your home with a basic idea of what is needed, but unless it’s a simple maintenance visit, they may ask you questions about when the problem started, if you have noticed strange sounds or smells, and more.
After they have examined the HVAC unit and done some troubleshooting, you can ask some questions. Things like, what’s the problem? Can you fix it today? How can I prevent the problem from happening again? are all reasonable questions.
Even if you’ve done your research and you think you know what the problem is, leave the diagnosis to the trained HVAC technician. There is no need to hang out looking over their shoulder as they work on your HVAC equipment.
An exception might be if they have to venture into your attic on a hot summer day. Temperatures can reach 150°F in some attics. If the technician has been up there for 20 minutes, check to make sure they’re OK, and be prepared to offer some cold water or Gatorade.
#4: Take advantage of digital solutions to enable better insights
If you have an American Standard smart thermostat, enable remote monitoring and dealer diagnostics through the Home App. This lets your dealer perform HVAC troubleshooting from their office before sending an HVAC technician to your home. Sometimes, they can solve the problem without setting foot in your home.
"Smart thermostats are game-changers for HVAC maintenance. They provide real-time data and alerts, helping homeowners stay ahead of potential issues."
- Caitlin Butler, Product Manager, Thermostats and Home App
If needed, they will send a technician for an on-site service call. The technician has access to the HVAC troubleshooting and HVAC diagnostics via the Technician App. Having this knowledge means the technician will arrive with the right parts and tools. This can shorten the time of a service visit, saving you and the HVAC company time and money.
#5: Don’t argue over the invoice price
Before leaving, the HVAC technician may have you sign a tablet or piece of paper to indicate they were there and performed a specified service. Don’t argue about the cost of the service. The technician does not influence pricing; they just perform the work.
While all five of these tips come into play with any HVAC service visit, there are other things you can do to make sure each type of visit goes smoothly. HVAC maintenance, HVAC repair, and HVAC replacement are all a little different.
HVAC preventative maintenance
Make sure you do regular DIY HVAC system maintenance, such as changing the air filter every 1-3 months and keeping the area around the outdoor unit clear. This will help airflow and can help your heating and air conditioning system operate efficiently. A clogged air filter can cause big problems, such as a frozen evaporator coil and even a system shutdown.
"Setting up the Home App is simple and can enhance your ability to manage your HVAC system effectively - it provides a centralized platform for monitoring your HVAC system, making it easier to stay on top of maintenance and performance.”
- Caitlin Butler, Product Manager, Thermostats and Home App
In addition, schedule professional HVAC maintenance every spring and fall. Regular air conditioner, heat pump, and furnace tune-ups can help keep your system running at peak performance. Expect a maintenance visit to last 1-2 hours. It could be shorter, and it could take longer, depending on your HVAC system(s) and when maintenance was last performed.
Learn more about HVAC maintenance.
Consider signing up for an HVAC maintenance plan to help ensure your system runs at peak performance.
HVAC repair
Clear your schedule if you have an HVAC repair call scheduled. Some visits can be quick and easy, such as replacing an AC capacitor, while other repairs can take several hours, such as replacing an evaporator coil. You need to be home until the repairs are complete.
Read more about some signs you need HVAC repair, HVAC repair costs, and whether it might be time for HVAC replacement.
To help you decide if expensive repairs are worth it or if replacing a unit or the HVAC system is the more cost-effective solution, check out our Repair or Replace Guide.
HVAC replacement
A new HVAC installation requires a little extra prepping of your space, especially if you’re replacing an indoor unit. Since the HVAC installers will be removing large pieces of HVAC equipment and bringing new, large equipment back in, you’ll want to choose which entrance to your home they use. Remove any floor mats or area rugs and clear a wide path. This may include moving small tables, decorative items, and even wall art.
You can ask the installation team to wear shoe coverings/booties inside your house if you’re worried about them tracking in mud, snow, etc. If you’re replacing an outdoor unit, again, make sure you clean up any dog doo in your yard.
Learn more about when it might be time for HVAC replacement and our best HVAC products.
- 8 Warning Signs That You Need to Replace Your Air Conditioner
- 5 Warning Signs That You Need to Replace Your Furnace
- Do I Need to Replace My Heat Pump?
- Top 6 Considerations When Buying a New Furnace
- American Standard’s Best Heat Pumps
- American Standard’s Best Air Conditioners
- American Standard’s Best Furnaces
Visit our Savings & Offers Guide for an idea of what a new HVAC system might cost. This guide will include any rebates you may be eligible for.
Work with HVAC professionals you can count on
Whatever HVAC service you need, your local American Standard dealer is ready to help you maximize your home comfort.
Content Writer, Trane Technologies
A Content Writer with Trane Technologies, Anne Fonda researches topics and writes for Trane® and associated residential HVAC brands. She works in collaboration with Trane Technologies subject matter experts, offering easy-to-understand, informative content on complex topics. Her goal is to help consumers make informed decisions on the products and services they need.
She has written for HVAC and other service provider websites for over 16 years. Before transitioning to web content writing, Anne had a 14-year stint as an award-winning journalist. She graduated cum laude from the University of Missouri-Columbia School of Journalism.
When she’s not working, Anne enjoys playing word games, reading, gardening, spending time with family, and visiting gardens and museums.
Expert review by Caitlin Butler, Product Manager, Thermostats and Home App
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