Commercial HVAC Filter Replacement: The Ultimate Guide For Building Managers and Business Owners

Overseeing commercial building maintenance means you are relentlessly putting out fires. Whether you manage a hospital or an office building, you are accountable for an unthinkable list of tasks that range from keeping bills under budget to dealing with tenants, customers, and suppliers. In the midst of all that, there is one of the most important yet challenging tasks: an efficient HVAC filter replacement policy. After all, how often should commercial air filters really be changed to keep the air clean, the heating, ventilation, and air conditioning equipment working at peak, and the indoor air quality (IAQ) great? No one answer fits all, since it depends on the building's type of activity and the exposure to pollution. Therefore, in this guide, you'll find a chart considering the factors that matter most and best, yet simple, practices to implement an air filter replacement schedule that actually works. 

In over 20 years of manufacturing high-quality, fair-priced air filters in American soil, we noticed that a lot of customers have a harder time establishing an efficient air filter replacement routine for commercial buildings than they have for residences. Makes sense. Not only is a building management routine way more complex, but the stakes are much higher. 

So, we put together this comprehensive yet straightforward guide for commercial building managers, business owners, and facility managers to help you improve your SOP, simplify your routine checks, improve air quality, and hopefully take the strain off your budget with fewer repairs, lower energy bills. You'll learn:

1. The Importance Of Efficient Air Filter Change For HVAC Maintenance in Commercial Buildings

2. Recommended Air Filter Replacement Schedule for Different Types of Commercial Buildings

3. How to Implement an Efficient, Yet Simple, Air Filter Replacement Routine That Actually Works

4. Negative Impacts of Not Changing Air Filters Timely

5. Best Practices to Prolong the Lifespan of Commercial HVAC Systems

The Importance Of Efficient Air Filter Change For HVAC Maintenance in Commercial Buildings

An air filter is the one piece inside any heating, ventilation, and air conditioning system that captures and traps airborne pollutants, keeping them inside the equipment instead of circulating through people's faces. Therefore, it's imperative to replace it as soon as it passes the maximum amount of dirt; otherwise, instead of doing its job, it will create serious damage to both air quality and the equipment. The HVAC system will overwork, resulting in higher energy bills, costly repairs due to air duct obstructions, and lower air quality. HVACs that have acoustical duct liners, like most airports, hotels, are even more sensitive to the proliferation of microbiologicals if there's enough moisture and dirt in the ducts. A late filter change, in this case, may result in the proliferation of mold spores, resulting in a severe issue. 

On the other hand, you don't want to replace them too soon. First, because it would be a waste of money, and who isn't on a tight budget nowadays? Second, because air filters reach their peak filtration capabilities once they have gathered some dirt. Some, not too much. Therefore, the ideal frequency to replace commercial air filters depends on their use and what kind of particles they are exposed to, as we detail next.  It may not be possible to have a perfectly accurate ratio between dirt accumulation and energy efficiency, so, when in doubt, replace the air filter more often than not. 

It's a no-brainer: an efficient air filter replacement in commercial buildings is crucial to avoid costly repairs, potentially lower energy bills, and prevent issues from low air quality. 

Recommended Air Filter Replacement Schedule for Different Types of Commercial Buildings

The million-dollar question: how often should you change the HVAC air filter in commercial buildings? There is no single answer to cover it all, because each type of building deals with a different set of pollutants, air quality demands, and traffic. For example, a retail store has way fewer people circulating than a University or a hotel. On the other hand, a restaurant may have less human traffic than a busy hotel, but the air filters are dealing with grease smoke, which will obviously wear them out much faster. 

Therefore, the ideal frequency to replace air filters in commercial buildings' HVAC systems depends on the combination of 3 main factors: 

• nature of the activities (IAQ regulations)

• exposure to pollutants

• volume/type of internal traffic 

Air filter replacement in commercial buildings is a high responsibility task and must be treated as such. Unlike in residences, where we are dealing with a much more controlled environment, public buildings are basically wilderness. In a house, you know, for instance, if the inhabitants have allergies or not. In a commercial building, you have to assume that a percentage of people have some kind of allergy. Then again, much higher stakes. 

Hence, the importance of implementing an efficient policy to identify when the air filter needs to be changed before it affects the HVAC system, as you'll see in the chart below. However, this time frame only works as long as you are using high-quality, right-size, proper MERV filters.

HVAC Air Filter Change Frequency Chart For Commercial Buildings

* Consider very high pollution, high impact: 

• Wildfire season; 

• Dust storms; 

• Industrial areas (factories, refineries, power plants); 

• High-traffic roads and intersections; 

• Construction or demolition sites; 

• Agriculture zones (livestock, crop burning); 

• Landfills and waste facilities; 

• Ports, airports, and rail yards; 

• Areas with weather-related smog traps (valleys, inversions);

• Workshops (woodworking, welding, painting);

• Spaces with chemicals or cleaning fumes;

• Flu season.

In conclusion, the more airborne pollutants the building is exposed to (smoke, wildfire, dust, driveway), the more internal traffic (pets, patients, customers), and the stricter the regulations (hospital, office) more often the air filter replacement should happen. 

How to Implement an Efficient, Yet Simple, Air Filter Replacement Routine That Actually Works

The list of things to manage in a commercial building can feel endless because, on top of routine tasks, there is always the possibility of an unforeseen event. And because the air filter change seems like a minor, yet slightly dutiful task, it's easy to overlook it. 

The most challenging aspects of maintaining an efficient air filter change schedule in commercial buildings are the volume of filters (some large facilities may have over 30 HVAC units) and the fact that, in most cases, the equipment is not at eye level. You hardly have the opportunity to take a peek at the filter to see how dirty it is. 

Which leads to the second challenge: not all commercial building has the budget or the policy to keep spare air filters in storage. So add ordering, delivery, and installation time to the math, and you may have an old air filter causing damage for longer than it should. 

So here are useful tips to identify when your filter needs to be replaced, how to stay on schedule, and 

Signs That Your Filter Needs Replacement

We always think: one more day, one more week, it won't hurt. Turns out, it does hurt. There is no such thing as an early sign that it's time to replace the air filter. Once people can feel the decrease in the air quality, it's time to change the filters. However, some signs are mild, and others are more worrisome. Here are the most tactile: 

Mild signs to change an air filter:

• Reduced airflow, complaints about air: One of the most noticeable, and probably first signs that it's time to change the air filter is when the air starts to feel heavy. That's how people feel when they enter a room with reduced air flow. More sensitive people may have a hard time breathing, irritated eyes, headache. But in general, it's that feeling that the air is old, stuffy. 

• Dust near vents: This is less likely to be noticed in a building because usually the HVAC is on the roof or in a separate area. Still, if it's not, and you notice an increased amount of dust around the vents, or if the cleaning crew is complaining that no matter how often they do the cleaning, it doesn't work, it's time to replace the air filters. 

Worrisome signs to change an air filter:

• Higher energy bills: If there are no other electrical issues in the building, an unusual increase in energy bills may point to the HVAC system being overloaded. It's urgent to check the air filters and replace them immediately before the ducts get clogged, the equipment 

• Musty air: if the air smells moldy and feels moist, check the HVAC immediately. There's a high chance that mold grew in the ducts. Call for an immediate duct cleaning and change the filters at the same time. 

How To Stay On Schedule With HVAC Filter Changes

At this point, there's no more arguing about the importance of keeping up with the air filter replacements for commercial and public buildings of any dimension. So here are simple, but efficient ways to do it. 

• Keep one round of spare air filters: You don't have to have air filters stashed for the next decade if you don't want to, but at least have a set of spares. Besides, ordering them in bulk from reliable manufacturers can result in significant savings from discounts. It's way cheaper than any kind of repair the HVAC system will need if it gets damaged. 

• Add it to your routine: You don't need a complex 10-step policy to change the building's air filters. Set a reminder according to the minimum replacement time we recommend and take a look at the filter. 

• Outsource an HVAC maintenance pro: For large facilities, hiring a professional maintenance team can save time and even money in the long run. 

Using Technology To Increase Air Filter Change Efficiency

Different types of gadgets and software can facilitate 

• Installing a manometer: EPA recommends installing an inexpensive manometer in the HVAC. Once it reaches the manufacturer's maximum pressure drop level, it means that the resistance is higher, and the airflow is reduced. Pro: affordable. Con: 

• AI-powered schedules: With AI in building maintenance, systems can now set up service dates based on real-time data. You get reminders before something goes wrong instead of after it has already happened. Read more here. 

• Real-time monitoring: IoT sensors are being used to track air quality, temperature, and humidity around the clock. 

• Smart Air Filters: There are some air filters on the market with built-in sensors connected to an app that signal when that filter needs to be changed. The con: it's 3 to 10 times more expensive than a regular filter. 

If the building has plans to replace the HVAC system, 

• Smarter energy use: Consider installing modern equipment that comes with built-in sensors that tell you exactly when a filter is dirty, adjust airflow and power according to occupancy, and so on. 

Negative Impacts of Not Changing Air Filters Timely

It is easy to forget about changing HVAC filters, especially when the system seems to be working just fine. But in commercial buildings, this small task plays a much bigger role than most people think. Ignoring it can lead to hidden costs, health problems, and system issues that show up when you least expect them. Filters are there to protect both the system and the people inside the building.

• Higher energy bills: When filters are dirty, airflow gets blocked. This makes the system run longer to reach the right temperature, leading to HVAC energy efficiency loss and increased utility costs month after month.

• More repair costs: Skipping filter replacements will eventually lead to clogged ducts and demand more from the equipment engines, resulting in more frequent maintenance. Not to mention the stress level of not having working air conditioning in the summer or heating in the winter. 

• Shorter system lifespan: A well-maintained system can last years longer. But if filters are ignored, your equipment will wear out faster and need replacing sooner, which means bigger expenses down the line.

• Health and safety issues: Poor air quality affects everyone inside the building. Skipping filter changes allows dust, mold, and other particles to spread, creating health and safety risks for employees, customers, or guests.

Best Practices to Prolong the Lifespan of Commercial HVAC Systems

Of course, we are striving for efficiency and lower costs. So, the best way of doing so is by implementing good practices that extend the lifespan of the air filter the right way. 

Choosing the Right Air Filter For Commercial Buildings

The right air filter comprises 2 factors: perfect fitting + the right MERV. 

• Perfect air filter fitting: the right filter size is non-negotiable. We receive questions from people wondering if they can use 3 1” filters instead of 1 3” filters, for example. Absolutely not. The air filter slot inside the HVAC is designed not to let any air bypass directly into the equipment and to protect the fans, the furnace, and the air conditioning engines from pollutants. If there's room around the filter, dirt will enter the system. If you have an odd-sized slot, buy a custom air filter. If you don't know the size of your air filter,  reach out at  info@customfiltersdirect.com or give us a call at 877-958-5612, and our team will walk you through the whole process of finding out the right air filter size. 

• Right MERV: The MERV rating indicates the size of the particles that the filter can capture. You can read more about it at our  MERV Rating Guide. The right MERV is the combination of the system capacity recommended by the manufacturer and the type (size) of the particles that must be trapped. Overall, the United States Environmental Protection Agency (EPA) recommends that commercial/public buildings use medium efficiency filters (MERV 8 to 11), while buildings that should be exceptionally clean should use medium to high efficiency filters (MERV 13 and above).  In any case, the air filter must be properly installed, fit snugly in the HVAC slot, and be replaced promptly. 

Adopting Preventive Maintenance Culture 

As boring as it may sound, it's more than proven that even the simplest routine to check and replace air filters frequently is better and cheaper than dealing with the outcomes of worn-out air filters. 

Conclusion

Replacing air filters in commercial buildings efficiently is crucial to avoid serious issues from indoor air quality decline to the spread of diseases and damage to the HVAC system. The best way to do it is to implement a simple air filter change routine. It can turn an often-forgotten chore into an easy routine task that will result in daily benefits for tenants, customers, owners, patients, and especially for the person in charge of the building maintenance. 

At Custom Filters Direct, we make HVAC filter replacement hassle-free from purchase to installation. Our air filters are made of top-quality materials at our facility in Pennsylvania, which results in durable, yet fairly priced filters. And because we are manufacturers, you can find popular air filter sizes, as well as we can custom-make any odd size you need. Get in touch with our air filter specialists at info@customfiltersdirect.com or give us a call at 877-958-5612. Our team of seasoned experts will help you identify the right air filter size and proper MERV to plan a bulk purchase that suits your needs. Plus, you get fast, free shipping. 

Whether you run a large facility with over 30 HVAC units, a small restaurant, or a commercial building of any nature, we make the best quality air filters that fit any budget, delivered timely at your door.

MERV 8 Air Filters

MERV 11 Air Filters

MERV 13 Air Filters

Sources:

• Building Air Quality Guide: A Guide for Building Owners and Facility Managers, at https://www.epa.gov/indoor-air-quality-iaq/building-air-quality-guide-guide-building-owners-and-facility-managers 
• Factors Affecting Indoor Air Quality, at https://www.epa.gov/sites/default/files/2014-08/documents/sec_2.pdf
• HVAC Systems and Indoor Air Quality, at https://www.epa.gov/sites/default/files/2014-08/documents/appenb.pdf
• Full document, at https://www.epa.gov/sites/default/files/2014-08/documents/iaq.pdf

Frequently Asked Questions