Cooling-to-Heating Changeover Checklist: 10 Steps to Prepare Your Building for Cold Weather

What does October 15 mean to you? Football games, pumpkin spice lattes, and changing leaves? For building engineers in the mid-Atlantic, it is the recommended day to switch HVAC systems from A/C to heating.

HVAC systems in commercial and municipal buildings have many components. In the DMV, heating systems are likely to have been unused for many months by October. As winter approaches, engineers need to know their heating systems will work properly when needed. Waiting until the first cold front hits to test the system is not ideal. Our team of experts put together a cooling-to-heating checklist to make system changeover a breeze and keep you open for business.

Step 1: Inspect Equipment 

When servicing HVAC equipment during seasonal changeover, building owners with gas-fired appliances, rooftop units, DOAS units, or boilers should schedule an inspection to confirm that heat exchangers are in good condition. It is critical to identify any cracks or failures before the system is needed. A rusty or damaged heat exchanger can cause carbon monoxide infiltration, which is extremely dangerous in any building.

Step 2: Consider Heat Recovery 

While recommendations may vary based on the specific system in your building, now is a good time to consider changes that could have a positive impact. Rather than throwing heat away and then having to generate it again, heat recovery can help solve comfort issues in your building, as well as address high energy bills. If you are worried about energy consumption as you transition to the cooler months, consider using simultaneous heating and cooling so you can use the same machine.

Step 3: Configure Freeze Protection 

Check the freeze-protection control circuits on units with chilled-water coils to ensure they operate properly. Boland Service Manager Jerry Taylor reminds us, “There is nothing worse than solid water in a coil and later, liquid water on the floor!”

Step 4: Double-Check Setpoints and Schedules 

During seasonal changeover, double-check setpoints and time-of-day schedules to maintain building comfort. Because temperatures shift quickly in the metropolitan DMV area, building owners should confirm that equipment is set to the proper temperature and operating schedule in advance of cold weather to prevent lapses in tenant comfort.

If you attempt to change over your equipment and find that it is not working as expected, request service as soon as possible and schedule an appointment for a technician to inspect the situation. Keep in mind that if you turn on electric heat, you may smell smoke from the dust on the equipment. This is a sign to change your air filters.

Step 5: Plan for the Unexpected 

Boland’s Rental Services Leader Art Page says, “We often see very similar failures and breakdowns during this time of year, particularly with 2-pipe and 4-pipe system boilers.” In emergency situations, rental equipment, such as boilers, heat pumps, and exchangers, may be needed to ensure your building does not face downtime.

A reliable Rental Services team works with you to develop and implement a custom contingency plan, so you have a proactive plan in place if your equipment fails or if you have planned outages during the commissioning process.

Step 6: Stock Up on Parts and Supplies 

Boland VP of Supply Vince Dawson says, “We increase our stock of heating parts, including heat exchangers, to prepare building owners for unexpected equipment issues during changeover.” Dawson recommends keeping hot surface ignitors, or HSIs, on hand because many clients use multiple HSIs during the winter season.

If equipment fails, Boland’s team can source parts from a variety of OEM and non-OEM manufacturers.

Step 7: Complete Cooling Tower and Chiller Layup

Following proper winterization procedures helps prevent the formation of pipe slag and biofilm, provide a smoother spring start-up, and extend the useful life of the entire cooling system. Boland’s Water Technologies Leader, Ben Feeney, offers the following advice: “You can either decide to complete system maintenance yourself or bring in an expert to tackle winterization for you.”

As cold weather approaches, reduce cooling water cycles of concentration by lowering the conductivity and bleeding off water, while making up with city water. This removes dissolved and suspended solids from the system, reducing drop-out when the system is drained.

Before taking the system offline, treat the tower with biocide to control microbial growth, apply corrosion inhibitors to protect metal surfaces, thoroughly clean the tower, and flush chemical feed equipment. Additionally, remove, clean, and properly store monitoring probes. If the system remains idle for an extended period, periodically circulate water and maintain biocide treatment to prevent biological growth and corrosion.

Step 8: Implement Energy Saving Measures 

Seasonal changeover is a good time to look beyond whether the heating system turns on and consider whether the building is operating as efficiently as possible. Small adjustments to schedules, setpoints, sequences, and sensors reduce unnecessary runtime while keeping occupants comfortable.

Start by reviewing time-of-day schedules and overrides. Buildings often run on outdated schedules that no longer match how spaces are actually used. Confirm that equipment is not conditioning empty spaces after hours, on weekends, or during holidays, and make temporary adjustments for special events or gatherings that fall outside the normal schedule. 

Comfort complaints also reveal hidden energy waste. A room that is consistently too hot or too cold may have a sensor issue, a stuck damper, air balance problems, failing insulation, or equipment operating outside its intended sequence. Investigating these recurring problem areas helps identify “energy gremlins” before they become larger comfort or maintenance issues. 

Step 9: Consider AI 

For buildings with more advanced controls, AI-powered optimization tools such as Trane® Autonomous Control continuously monitor operating conditions and make small adjustments throughout the day. These tools support facility teams by improving equipment health while helping the building use energy only when and where it is needed.

Facility teams wear many hats, balancing occupant comfort, maintenance demands, capital planning, sustainability goals, safety requirements, and much more. AI-powered optimization tools act as an extra set of eyes, helping facility teams turn building data into actionable insights, reduce energy waste, and maintain comfort without adding to their workload.

Step 10: Future-Proof Your Building

Seasonal changeover is more than a maintenance activity. It is also an opportunity to assess whether your building is prepared for the future. Rising energy costs, evolving regulations, aging equipment, and changing occupant expectations are all placing new demands on facility teams.

As you transition into heating season, identify recurring comfort complaints, equipment nearing the end of its useful life, deferred maintenance items, and opportunities to improve energy performance. Small upgrades to equipment, controls, sensors, or analytics help improve reliability and reduce operating costs.

Looking further ahead, building owners may want to explore technologies that support long-term goals such as resiliency, decarbonization, and electrification. Developing a roadmap today ensures that future investments align with operational needs, sustainability objectives, and capital budgets.

The most resilient buildings are not only prepared for the coming winter. They are positioned to adapt to whatever comes next.