Ventilation Filter – Filter Replacement Log, Filter Register & Service Follow-up | Word/PDF/Excel

Ventilation Filters – Filter Replacement Log, Filter Register & Service Follow-up

Get a consolidated structure for ventilation filters, filter replacement logs, maintenance orders, inspections, completed filter replacements, and non-compliance follow-up. The document templates are suitable for property management, housing cooperatives, property companies, operations managers, and businesses that want to follow up on filter maintenance without mixing planning with actually completed actions.

15 customer files: 7 editable Word documents, 7 corresponding searchable PDFs, and 1 Excel workbook with nine tabs. The five work templates are in Swedish; a separate Swedish and English guide are included.

File Overview – All Documents

The Excel Tool: Nine Tabs

Overview, Filter Register, Inspection, Orders, Replacements, Service, Non-compliance, Actions, and Read Me. Excel has 14 formula-based metrics, 200 pre-filled rows in each register, status selections, and source references. The blank original file shows zero registrations. The workbook contains no macros or test or personal data.

How to Use the Filter Replacement Log

1. Inventory actual ventilation units and filters according to the original documentation. Enter the article number, filter class/standard, location, and responsible function.
2. Determine replacement criteria and service needs from the correct facility instructions, actual inspection, or documented maintenance plan.
3. Record observations or measurements that have actually been completed. Write Not measured or Not inspected where documentation is missing.
4. Distinguish filter orders and deliveries from actually completed filter replacements. Refer to the service company's actual protocol and date.
5. Follow up on outstanding non-compliance issues and close the case only after documented verification where necessary.

Rules and Limits of Responsibility

The Swedish National Board of Housing, Building and Planning highlights the need for functioning operational documentation and ongoing maintenance of ventilation systems. The Public Health Agency of Sweden points out the importance of ensuring that supply air filters are not dirty. For workplaces, where applicable, the Swedish Work Environment Authority's AFS 2023:12, Chapter 5 applies regarding ventilation, inspection, and maintenance. A technical OVK inspection is covered by a separate set of regulations.

There is no universal filter replacement deadline or pressure drop threshold guaranteed by these templates. Actual intervals, filter class, dimensions, and action methods must be obtained from the unit's manufacturer instructions and the facility's operational organization. The template is not an instruction for dismantling units, working with electrical equipment, or handling dust in a specific way.

Frequently Asked Questions About Ventilation Filters and Filter Replacement Logs

How often should ventilation filters be replaced?

Filter replacement is planned based on the facility's own manufacturer instructions, actual load, applicable requirements, and decided operational plan. The templates do not specify a universal monthly or annual interval.

Can I use an old filter class name such as F7?

Document the product's actual marking and which standard is intended. Older designations should not automatically be equated with a specific ISO 16890 class.

Is an order sufficient proof of a completed filter replacement?

No. Excel and Word keep orders, completed work, service protocols, and verified post-inspections separate.

Is this an OVK protocol?

No. This product is an administrative maintenance log and does not replace mandatory ventilation inspection, professional functional testing, or the OVK inspector's protocol.

Does Excel work without macros?

Yes. The register uses standard spreadsheet formulas and status selections for follow-up. It does not provide any automatic technical approval.

Are the PDF files electronically fillable?

They are searchable and can be printed, but they are not provided as interactive PDF forms. Use the Word documents for editable entry.

Are the templates available in English?

The five work templates are in Swedish. An English User Guide is included together with a Swedish guide.

Related Ventilation Documents

Ventilation & Indoor Climate – Operational Log and OVK Monitoring is a broader operational package. This product specializes in filter ID, filter replacement, and service history.

Official Sources and Version

• Swedish National Board of Housing, Building and Planning – risks from deficiencies in operation and maintenance
• Public Health Agency of Sweden – guidance on ventilation
• Swedish Work Environment Authority – AFS 2023:12
• Swedish National Board of Housing, Building and Planning – mandatory ventilation inspection

Version 1.0 · AI-assisted legal source review November 4, 2026. No external legal or ventilation technical expert review is documented. The product is delivered digitally as a ZIP after publication and linking in Digital Products.