Heat pump maintenance: what is necessary and what you can do yourself

A heat pump requires less maintenance than an oil or gas boiler. There is no burner, no chimney and no tank. klimaaktiv puts it this way: heat pumps themselves require hardly any maintenance. But 'hardly any' does not mean 'none at all'. A few things are done by the installer, a few you do yourself.

How often maintenance should be carried out

There is no general obligation with a fixed interval for every heat pump. klimaaktiv recommends having the system serviced by a qualified professional in accordance with the manufacturer's instructions. Looking at the operating manual or the warranty conditions will therefore show what applies to your device.

An exception is the leak test for certain refrigerants. More on this below.

klimaaktiv also advises taking out a service and maintenance contract with the manufacturer or the installer. This way, you don't have to remember the appointment yourself, and the system is regularly inspected by someone who knows it.

What the installer does

What exactly is included in the maintenance depends on the device and the heat source. Ask the company in advance what they will check. Important for you:

• Ask for a log. klimaaktiv recommends obtaining a signed log for commissioning, maintenance and repairs.
• Keep all logs. They will show later that the system has been properly maintained. This can be crucial for warranty issues.
• Ask for the measured values. A good company will tell you if they noticed anything, and not just that everything is done.

What you can do yourself

According to klimaaktiv, during the handover you should receive training for the tasks you can perform yourself. These include checking the date and time, switching times, system pressure and the set room temperatures, as well as bleeding the radiators. In addition, there are tasks before and after the heating season.

A practical list for the year:

Ongoing: Check error messages. klimaaktiv explicitly recommends checking the system for error messages. A look at the display every few weeks is sufficient. Note down messages with the date before you acknowledge them.

Autumn: Keep the outdoor unit clear. With an air source heat pump, the outdoor unit draws in a lot of air. Leaves, grass or plants in front of the fins obstruct the airflow. Remove large leaves by hand or with a soft brush, with the device switched off if the manual requires it. Do not clean the thin fins with hard objects or a high-pressure cleaner.

Winter: Keep an eye on snow and ice. If snow blows in front of the device, clear the area in front of it. The device itself defrosts its ice automatically, which is normal. Find out more in the article Does the heat pump run constantly?

Year-round: Keep the condensate drain clear. Meltwater is produced during defrosting. The klimaaktiv guide describes how moisture from the air condenses on the heat exchanger of the outdoor unit and freezes when it is cold. This water must be able to drain away. Check that the drain is not blocked and that no iceberg is forming under the unit. If it is, call the installer: there is usually something wrong with the drainage.

According to the manual: Filters and strainers. Many systems have a filter or strainer in the heating circuit. Whether and how you are allowed to clean it yourself is stated in the operating manual. If in doubt, the installer will do this during maintenance.

Before the heating season: Check system pressure. During the training, the installer will show you where the pressure gauge is and what range the pressure should be in. If it drops repeatedly, this is a matter for the company.

What you should not do yourself: open the casing, work on the refrigerant circuit or top up refrigerant. This is a job for certified professionals.

The leak test according to the F-gas Regulation

Many heat pumps operate with fluorinated refrigerants. Regulation (EU) 2024/573 applies to them across the EU. According to Article 5, operators of heat pumps with at least 5 tonnes of CO₂ equivalent of these gases must ensure a leak test is carried out.

The most important points from Article 5:

• Interval: For less than 50 tonnes of CO₂ equivalent at least every twelve months, with a built-in leakage detection system at least every 24 months.
• Who inspects: The inspection is carried out by persons certified in accordance with Article 10 of the Regulation.
• Exceptions: Hermetically sealed equipment that is labelled as such is exempt if it contains less than 10 tonnes of CO₂ equivalent. In residential buildings, labelled hermetically sealed equipment is additionally exempt if it contains less than 3 kg of fluorinated greenhouse gases.

Whether this obligation applies to you therefore depends on the refrigerant, its quantity and the design. Heat pumps with natural refrigerants such as propane do not contain fluorinated gases and are not subject to this inspection obligation. Ask your installer which refrigerant your system uses, how much of it in CO₂ equivalent, and whether a leakage check is required. The easiest way is to include it directly in your maintenance contract.

Guarantee and warranty

The two terms are often confused:

• Gewährleistung (statutory warranty) is a legal requirement. According to the Sozialministerium (Ministry of Social Affairs), the period for movable items is two years from delivery, and three years for immovable items. Which period applies to your system depends on exactly what was delivered and how it was installed. In the event of a dispute, a consumer advice centre can help.
• Garantie (commercial guarantee) is a voluntary commitment, usually by the manufacturer. It cannot restrict the statutory Gewährleistung. The duration and conditions are determined by the guarantor.

A manufacturer's guarantee may be subject to conditions, such as registration or regular maintenance by an installer. Read the guarantee conditions immediately after installation and enter the deadlines in your calendar. The maintenance logs are your proof.

In brief

1. Maintenance according to manufacturer specifications, ideally with a maintenance contract.
2. A signed log for every appointment.
3. Outdoor unit free of leaves and snow, condensate drain clear.
4. Note down error messages, know the system pressure.
5. Clarify whether a leakage check is required under EU law.
6. Read and comply with the guarantee conditions.

What belongs in your documentation and which meter readings you should record from the very beginning can be found in the guide After installation.