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How to Prepare for an HVAC Service Call

February 28th, 2024 | 4 min read

By Daphne Hunt

Preparing for an HVAC (Heating, Ventilation, and Air Conditioning) service call can often leave homeowners feeling uncertain and anxious. You may wonder what needs to be done before the technician arrives, or if there’s anything you can do beforehand to ensure the visit goes smoothly. 

3 A&E Plumbing, Heating and Air technicians laughing, showing they enjoy their jobs and the work they do.

As seasoned experts with over 16 years of experience in servicing HVAC systems throughout the Columbia River Gorge, our team at A&E Heating, Plumbing and Air hear these questions a lot.

With such a successful background in this field, A&E Plumbing, Heating and Air techs possess the extensive knowledge and skills needed to guide you through this process efficiently. If you're expecting an appointment soon or want to be prepared for the future, here are some easy tips to follow. These steps will help make the technician's visit quick, effective, and stress-free, and get you back to living comfortably in no time!

Why Does My Home HVAC System Need a Check-Up?

Like any complex machinery, an HVAC system is composed of various components that work together to regulate your home's temperature and air quality. Over time, these parts can wear down or become less efficient, leading to potential issues like increased energy bills, reduced comfort levels, and even system breakdowns. Regular check-ups by a professional are crucial to catch and address these issues early, ensuring your system runs optimally and prolonging its lifespan. A male A&E Plumbing, Heating and Air technician working on an air duct.


By understanding the importance of these maintenance visits, homeowners can avoid the inconvenience and cost of unexpected repairs. Here's why your HVAC system might need a service visit:

1. Keep it Running Smoothly

Think of your HVAC system like a superstar athlete. To stay in top shape, it needs regular exercise and health check-ups. Regular service keeps your heating and cooling system running efficiently, so it doesn't have to work too hard and wear itself out.

2. Catching Small Problems Early

Small problems can turn into big, expensive ones if they're not caught early. It's like having a small leak in a water balloon. If it's not fixed, the balloon might burst! A technician can spot these little issues before they become big headaches.

3. Saving Money on Energy Bills

When your HVAC system is well-maintained, it doesn't use as much energy. That means lower energy bills for you. It's like riding a well-oiled bike versus a rusty one—the smoother the ride, the less effort you need.

4. Keeping the Air Clean

Your HVAC system doesn't just heat and cool your house; it also helps keep the air clean. Regular service ensures that the filters and other parts are clean, so you're breathing healthier air. This is especially important come wildfire season, which hits the Columbia River Gorge pretty hard in the summer. 

5. Staying Safe

HVAC systems, especially ones that are older, can become safety risks if they're not properly maintained. Regular check-ups help ensure that everything is safe and sound.

6. Sticking to the Warranty

Many HVAC systems come with a warranty that requires regular maintenance. A&E Heating and Air can help navigate your system’s unique warranty, even providing courtesy phone calls to remind you of important upcoming service dates. Skipping service visits might mean the warranty won't cover any repairs if something goes wrong.

7. Comfort All Year Round

Finally, regular service ensures your home stays comfortable, no matter the weather. It's like having the perfect outfit for every season—your HVAC system keeps you warm in the winter and cool in the summer.

5 Ways to Prepare for your HVAC Visit

Getting ready for an HVAC service visit doesn't have to be complicated or stressful. With the right preparation, you can ensure a smooth and effective service call. 

By taking these simple actions, you'll help the technician work more quickly and efficiently, while also ensuring your HVAC system gets the best possible care. Whether it's clearing the area around your unit or knowing your system's history, these tips are easy to follow and will make a significant difference in the outcome of your service visit.

1. A Little Cleaning Goes a Long Way

Our HVAC techs have seen it all and we welcome a lived-in home; however, a quick wipe-down and pick-up around your HVAC units will make a significant difference in the speed and accuracy of our tech’s work. A male A&E Plumbing, Heating and Air technician working on an outdoor HVAC unit.

For the inside unit, dust off and sweep away any cobwebs. Outside, clear away any leaves or sticks. Before the technician arrives, check around these units and clear away anything that might be blocking them, like toys, tools, or plants.

This makes it easier for the technician to look at and work on the units.

2. Make Note of the Not-So-Nice Noises (or Smells)

It’s a good idea to ask yourself before a visit: 

  • Have I heard weird noises or noticed odd smells coming from my HVAC system? 
  • Is every room heating or cooling like it should? 
  • Does my home temperature match what my thermostat is telling me? 
  • Do I have any other questions I need addressed while I have a professional in my home?

Jot down the answers so you can tell the technician exactly what's been going on. This info is super helpful to not only ensure your total home comfort and peace of mind, but to keep the visit as minimally disruptive as possible and keep you on your day’s schedule. 

3. Old Records are Gold

If you have any old service records or warranties for your HVAC system, especially if the work was done by a previous HVAC company, keep them handy. They give the technician a backstory of your system, which can help in figuring out any issues.

4. Pet Patrol

We adore all 4-legged family members, but they might get in the way or be scared during the service call. To ensure their safety, as well as our techs’, keep your furry friends in a secure spot away from where the technician will be working, like the bathroom or laundry room.

5. Safety is Key

If you see anything dangerous like exposed wires or you smell gas near your HVAC system, tell the technician right away, even before they start working. You know your home best, so even if you’re unsure if something is a potential hazard, always trust your gut and let your tech know. 

Making the Most of Your HVAC Visit

Preparing for an HVAC service call can be a straightforward and stress-free process. By following the tips provided, you can ensure a smooth and efficient service visit. Our team at A&E Heating, Plumbing and Air, with over 16 years of experience in the Columbia River Gorge, is always ready to assist and provide expert advice. We understand the concerns and uncertainties homeowners face and are dedicated to making your experience as seamless as possible. By taking these simple preparatory steps, you're not only facilitating a quicker and more effective service but also investing in the longevity and performance of your HVAC system. 

The process of hiring an HVAC technician follows the steps of any other traditional interview, except you're the one making the hiring decision. We've created a list of several questions in our other article, "10 Unique Questions to Ask Your Next Gresham HVAC Partner", for you to ask your next HVAC partner that can provide better insight into whether or not they're the best fit for your needs -- even if it isn't us!

Daphne Hunt

Daphne Hunt, an avid writer with a Bachelor’s Degree in English and Mass Communication, thrives on crafting articles and fiction from her quiet home in The Dalles, Oregon, where she lives with her partner and three kids.