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HVAC · United States

JHA for HVAC maintenance

By Safety PaperworkBuilt from OSHA standards and guidance · How we write and check theseUpdated

OSHA expects employers to find and control hazards on every job, and many general contractors require a written JHA for HVAC maintenance before you start.

A JHA breaks the job into steps, lists the hazards in each step and the controls that protect the crew, and the crew signs it. The main hazards are falling from a roof edge, electric shock from live wiring, falling from a ladder and mold and droppings.

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JHA example: HVAC maintenance

This is a complete JHA for HVAC maintenance, with 5 job steps. Open it in the builder to add your site, crew and signatures, change anything, and download a PDF. Or download the free Word template below and fill it in by hand.

Job Hazard Analysis (JHA)
HVAC service and maintenance · HVAC · Example
Document JHA-001 · Rev 1

Job steps, hazards and controls

#Job stepHazardsRisk beforeControlsRisk after
1Isolate the unit, apply lockout/tagout, and prove dead
  • Electric shock from live wiring
  • Stored energy
Critical
  • Isolate the power before any work. Do not work live. Elimination
  • Lock out and tag the disconnecting means with your own personal lock and tag so the circuit cannot be energized (29 CFR 1926.417). Engineering (guarding)
  • Test before you touch: prove dead at the point of work with a tested voltage tester. Engineering
  • Only qualified persons work on or near exposed energized parts. Administrative
  • Check for back feeds from solar, batteries and generators that can keep a circuit live after the main switch is off. Administrative
  • If energized work cannot be avoided, use an energized work permit, a safety observer and insulated tools, following NFPA 70E. Administrative
  • Wear insulated gloves, arc-rated clothing and a face shield when testing or working near live parts. PPE
  • Release or block all stored energy before work: release the pressure in pipes, tanks and hoses, bleed hydraulics, release springs, lower loads. Elimination
  • Lock out and tag all energy sources with personal locks. Engineering (guarding)
  • Put mechanical blocks or props under raised parts like buckets, tipper bodies and doors. Engineering
  • Test that the system is dead and nothing can move before you start. Administrative
  • Follow the maker's procedure, for example for garage door and roller door springs. Administrative
  • Wear safety glasses and gloves. PPE
Medium
2Access units safely, from a ladder or roof with edge protection
  • Falling from a ladder
  • Falling from a roof edge
Critical
  • Use a platform ladder, mobile scaffold or aerial lift for longer jobs instead of a straight ladder. Substitution
  • Use Type I, IA or IAA ladders in good condition. Tag and remove any damaged ladder. Engineering
  • Set extension ladders at a 4 to 1 angle on firm, level ground, secured, and reaching 3 feet above the landing. Engineering
  • Use ladders only for short, light work. Do not carry heavy or awkward loads up a ladder. Administrative
  • Keep three points of contact and your belt buckle between the stiles. Do not overreach. Administrative
  • Do not stand on the top three rungs of an extension ladder or the top step of a stepladder. Administrative
  • Check the ladder before each use: feet, rungs, side rails and locks. Administrative
  • Wear non-slip safety boots with clean soles. PPE
  • Do what you can from the ground or from a scaffold at the gutter line, for example pre-assemble parts on the ground. Elimination
  • Install edge protection or guardrails on all open roof edges before work starts. Engineering (guarding)
  • Use a perimeter scaffold with handrails and toe boards along the eaves where practical. Engineering
  • Where guardrails cannot be fitted, use fall restraint on certified roof anchors so workers cannot reach the edge. Engineering
  • Low-slope roofs: guardrails, safety nets, personal fall arrest, or a warning line combined with one of these or with a safety monitor (a safety monitor alone only on roofs 50 feet wide or less). Steep roofs: guardrails with toe boards, safety nets or personal fall arrest (29 CFR 1926.501(b)(10), (11)). Administrative
  • Use one safe, controlled access point and keep others off the roof. Administrative
  • Stop roof work in strong wind or rain, and when the roof is wet, icy or covered in dust or frost. Administrative
  • Wear a harness clipped to a rated anchor when using restraint or fall arrest, and soft-soled non-slip boots. PPE
Medium
3Clean filters and coils, wearing a mask for mould and dust
  • Mold and droppings
  • General dust
  • Hazardous chemicals
Medium
  • Fix the water leak and dry the area before removing mold. Elimination
  • Seal off the area with plastic sheeting and keep occupants out. Engineering (guarding)
  • Clean up with a HEPA vacuum and wet wipes. Never dry sweep. Engineering
  • Bag moldy material on site and remove it promptly. Administrative
  • Wash hands and face before eating and at the end of each shift. Administrative
  • Use low-dust products, such as dust-reduced or pre-mixed compounds. Substitution
  • Seal off the work area with plastic sheeting in occupied buildings. Engineering (guarding)
  • Use tools with dust extraction and a vacuum for clean up. Engineering
  • Lightly mist the area with water to keep dust down, away from anything electrical. Engineering
  • Never dry sweep or blow dust off with compressed air. Administrative
  • Choose the least harmful product that does the job, for example water-based instead of solvent-based. Substitution
  • Use chemicals in well-ventilated areas, or use fans and extraction in closed rooms. Engineering
  • Read the Safety Data Sheet (SDS) and labels before use, following OSHA Hazard Communication. Administrative
  • Keep chemicals in labeled containers. Never pour them into drink bottles. Administrative
  • Store chemicals away from heat, food and drink, and keep products that react with each other apart. Administrative
Medium
4Check refrigerant pressures with gauges
  • Refrigerant leaks
  • Pressure testing
Medium
  • Recover refrigerant into an approved cylinder before opening the system. Never vent it. Engineering (guarding)
  • Ventilate closed spaces and use a leak detector during the work. Engineering
  • Only EPA Section 608 certified technicians handle refrigerants. Administrative
  • With flammable refrigerants (such as R32 or R290), remove ignition sources and use spark-free tools. Administrative
  • Wear cold-rated gloves and safety glasses or a face shield. PPE
  • Test with water instead of air or gas where the system allows it. Never put water in refrigerant pipework, which is tested with dry nitrogen. Substitution
  • Keep people out of the test area with signs and barriers. Engineering (guarding)
  • Use a calibrated gauge and a relief valve set to protect the system. Engineering
  • Test to the pressure the system calls for and hold it for the set time. Never go over. Administrative
  • Release the pressure fully before tightening anything or fixing leaks. Administrative
  • Wear safety glasses or a face shield. PPE
Low
5Restore power, test and record
  • Electric shock from live wiring
  • Poor housekeeping and waste
Critical
  • Electric shock from live wiring: see step 1 for the full controls Administrative
  • Order materials to size and send packaging back where you can. Elimination
  • Put dumpsters and waste chutes close to the work. Engineering
  • Clean as you go, and do a full clean up at the end of each day. Administrative
  • Keep exits, stairs and walkways clear at all times. Administrative
  • Stack materials neatly on level ground, away from edges. Administrative
  • Wear gloves when handling waste. PPE
Medium

PPE

Safety-toe boots (ASTM F2413)Safety glasses (ANSI Z87.1)Work glovesN95 respiratorRubber insulating glovesArc flash PPE (NFPA 70E)Hard hat (ANSI Z89.1)Personal fall arrest system (harness)Sun protection (sunscreen, hat, long sleeves)Half-face respirator (P100 cartridges)Safety goggles (ANSI Z87.1)CoverallsChemical-resistant glovesFace shield (ANSI Z87.1)

Plant and equipment

Hand toolsElectrical test meterPlatform ladderPressure washer

Permits and plans

Lockout/tagout (1926.417)Written fall protection plan (only where guardrails, nets or personal fall arrest are not feasible, 1926.502(k))

Emergency

Call 911. Add the nearest hospital, the assembly point and the first aid / cpr person for your site.

Sign-off

Supervisor and every worker sign to confirm they have read and understood this JHA.

Free JHA template for HVAC maintenance

Word (.docx) and PDF, Letter landscape, no email needed. Fill in your site details, then print or send it.

Word template (.docx)PDF template

Make yours in 2 minutes

Same document, filled in for your job. Answer a few yes or no questions, the crew signs on the phone, and you send the PDF.

Start this JHA

Pre-start checklist for HVAC maintenance

Tick these off before work starts. They come from the hazards, permits and equipment in this job.

The safe sequence of work

  1. Isolate the unit, apply lockout/tagout, and prove dead
  2. Access units safely, from a ladder or roof with edge protection
  3. Clean filters and coils, wearing a mask for mould and dust
  4. Check refrigerant pressures with gauges
  5. Restore power, test and record

Hazards to watch on HVAC maintenance

The hazards most specific to this job, and the step where each one comes up.

Step 4Refrigerant leaksRefrigerant gas causes frostbite, pushes oxygen out of small rooms, and some types catch fire.
Step 3Mold and droppingsWater-damaged buildings, bird and rat droppings and dead animals hold mold and germs that cause breathing problems and infections.
Step 4Pressure testingA pipe, fitting or cap fails under test pressure and blows apart, hitting people nearby.
Step 1Stored energyEnergy left in springs, hydraulics, compressed gas, raised loads or capacitors releases suddenly and crushes or injures workers.
Step 2Falling from a roof edgeA worker slips or walks off the edge of a roof or gutter line and falls to the ground.
Step 3General dustDust from drywall, joint compound, cement and clean up irritates eyes and lungs and makes it hard to see.
Almost certainLikelyPossibleUnlikelyRareHow bad it could be: First aid only to FatalityBA
Highest risk on HVAC maintenance: Critical before controls (B), down to Medium after controls (A), on the United States 5 by 5 risk matrix (likely and fatality becomes unlikely and serious injury).

What changes on your site

This example covers the job itself. Your site may add more. Add controls for any of these that apply (the builder asks you these as yes or no questions):

  • Will anyone work 6 feet or more above a lower level?
  • Will anyone work on a roof?
  • Is there a skylight, fiberglass panel or other fragile roofing?
  • Will you use a scaffold or rolling tower?
  • Will you use an aerial lift (scissor lift or boom lift)?

Why JHAs get rejected

General contractors send documents back for these reasons. This example avoids them, but check yours too.

  • Generic steps such as "work safely" or "use PPE" with no task-specific hazards or controls.
  • No OSHA standards referenced for the hazards that have them, such as fall protection, ladders, scaffolds or silica.
  • No competent person named for fall protection, excavation, scaffolds or silica where those hazards exist.
  • Equipment listed without inspection requirements, and no training listed for the people using it.
  • Respirators listed with no respiratory protection program, medical clearance or fit test.
  • Controls rely only on PPE when engineering controls such as guardrails, wet cutting or extraction are feasible.
  • No crew sign-off, or no date and revision when the job has changed.

Questions

Do I need a JHA for HVAC maintenance?

OSHA expects employers to find and control hazards on every job, and many general contractors require a written JHA for HVAC maintenance before you start.

Who signs the JHA?

The supervisor or competent person who prepared it signs, and every crew member signs to show they were trained on the hazards and controls before the job starts. Many general contractors also sign to accept it.

How long do I keep it?

Keep this JHA on site during the job, and keep it with the training and inspection records for at least 1 year after the job (longer if your state plan or general contractor requires it). OSHA does not set a retention period for JHAs themselves.

What PPE is needed for HVAC maintenance?

Usually Safety-toe boots (ASTM F2413), Safety glasses (ANSI Z87.1), Work gloves, N95 respirator, Rubber insulating gloves, Arc flash PPE (NFPA 70E), Hard hat (ANSI Z89.1), Personal fall arrest system (harness), Sun protection (sunscreen, hat, long sleeves), Half-face respirator (P100 cartridges), Safety goggles (ANSI Z87.1), Coveralls, Chemical-resistant gloves, Face shield (ANSI Z87.1). The site rules may add more, so check with the general contractor.

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Toolbox talks for this job

Toolbox talkLadder SafetyToolbox talkHazard Communication and SDS

Blank JHA template: free JHA templates. Also for other countries: Australia (SWMS) · United Kingdom (RAMS) · Canada (FLHA)

Sources