Why Toronto Buildings Are Failing HVAC Inspections — And How to Avoid It

A Guide for Property Managers, Facility Directors & Condo Boards in the GTA

The bar for HVAC compliance in Toronto is one of the highest in Canada, if not the highest — and compliance failure rates are on the rise. The Technical Standards & Safety Authority (TSSA), municipal-level fire and building requirements, and updated Ontario Building Code regulations are all placing increased pressure on facility operators to keep up.

But most inspections are entirely preventable. As a commercial facility operator in Toronto, most of the issues leading to an inspection failure fall into the categories of maintenance gaps, outdated equipment, or sometimes missed mechanical room hazards.

This article shares the reasons buildings are failing HVAC inspections, the most recent TSSA insights, and our mechanical room compliance checklist to help you keep your building running safe, efficient, and audit-ready.

Top Reasons Toronto Buildings Are Failing HVAC Inspections

1. Poor Mechanical Room Housekeeping & Safety Hazards

Mechanical rooms are not storage rooms — but many mechanical room inspections show:

• Combustible materials or fire hazards stored near boilers

• Blocked access to equipment or emergency shut-offs

• Trip hazards and clutter preventing safe technician service

• Improper lighting and ventilation

Why it matters: Obstructed access could lead to a shut-down if considered a safety hazard or slow technician response in an emergency — a common TSSA enforcement issue.

Tip: Keep a clear 36” pathway around all equipment.

2. Missing or Expired TSSA & Compliance Documentation

Inspection failures due to missing, expired, or not-provided documentation are common:

• Missing or expired TSSA boiler/pressure vessel certification labels

• No records of licensed contractor servicing or proof of service

• Incomplete maintenance logs and safety documentation

• Missing or expired Operating Engineer class in applicable facilities

Why it matters: The TSSA is strict — if you can’t provide proof of service & compliance you won’t pass inspection, no matter what your technicians say to them verbally.

Tip: Be audit - ready with a digital log for every asset.

3. Deferred Maintenance & Neglected Repairs

Budget constraints have many facilities postpone or “put off” repairs leading to:

• Missing or worn belts and bearings

• Dirty coils and fouled heat exchangers

• Corroded pipes and fittings

• Malfunctioning safeties and controls

These maintenance items can lead to an ordered equipment shut-down if the inspector feels it’s unsafe to run.

Tip: Preventive maintenance costs a fraction of emergency repairs - and keeps your compliance at risk.

4. Outdated or Non-Compliant Equipment

The average age of Toronto’s building stock is 30 to 50 years old, making aging infrastructure a significant compliance challenge. Common failure points we see in the field:

• Non-condensing boilers that still run inefficiently & vent improperly

• Legacy refrigerants like R22 still in use on equipment

• Non-functional gas detection and exhaust systems

• Improper combustion venting

And with 2025 Ontario Building Code updates, buildings still running legacy systems are at increased risk for failing inspections.

5. Improper Combustion Air & Ventilation

One of the most common mechanical room infractions TSSA inspectors find:

• Insufficient combustion air openings

• Blocked or undersized louvers

• Fans not interlocked with equipment

• Negative pressure conditions that cause backdraft

Improper ventilation is not just a fail — it’s a life safety issue.

TSSA Insights: What Are Inspectors Looking For

Across the GTA, these are the areas where TSSA inspectors are focusing:

• Inspection Focus Risk

• Gas-fired equipment safety Explosion and carbon monoxide poisoning

• Ventilation & combustion air Backdraft and air quality

• Pressure vessels & boilers Over-pressurization, vessel rupture

• Proof of trained service providers Legal compliance

• Emergency shut-offs & signage Emergency response

Tip: Surprise inspections are increasing - stay compliant with documentation and training.

Mechanical Room Compliance Checklist

Use this as a quick-reference before your next inspection:

Room Safety & Accessibility

• Clear access to all equipment (36”+)

• Adequate lighting & emergency lighting

• No combustible storage materials

• Proper ventilation & combustion air

Equipment & Controls

• Verified gas shut-offs & proper signage

• Functional emergency disconnect switches

• Operational alarms & gas detection if required

• Pressure relief valves tested & vented correctly

Documentation

• Up to date TSSA certificates displayed

• Maintenance logs current

• Proof service was performed by licensed contractors

• As-built drawings and manuals kept onsite

Maintenance & Housekeeping

• Filters changed on schedule

• Belts, bearings, motors inspected

• Coils & heat exchangers cleaned

• Leak checks

Tip: Walk through your own “mock inspection” with your HVAC provider quarterly in-house.

What Are The Consequences Of Failing An Inspection?

The consequences of a failed inspection can be:

• Mandatory repairs and re-inspection fees

• Forced equipment shut-downs

• Expensive emergency repair

• Insurance implications

• Tenant complaints and lease liability risks

For mission-critical facilities like hospitals, laboratories, data centres, condos — even a little downtime is unacceptable.

How Commercial Property Managers Can Stay Ahead Of Inspections

The easiest way to maintain compliance:

• Schedule preventative maintenance

• Conduct annual compliance audits

• Train your onsite team on mechanical room safety

• Digitize all maintenance records for inspection

• Capital replacement plans should be proactive, not reactive

Partner With The Local Experts

Burban Air Systems has been working with commercial buildings across the Greater Toronto Area to offer:

• Preventative HVAC maintenance plans

• TSSA compliance support

• Gas appliance and boiler inspections

• Rooftop unit and chiller servicing

• Emergency service & equipment replacements

• Your building is only as compliant as your mechanical room.

We help you keep your mechanical room - and inspection - ready year-round.

Book a Free Mechanical Room Audit

Prepare for your next inspection with a no-obligation audit.

👉 Request an HVAC compliance assessment

📍 Serving Toronto & the GTA — Commercial & Condo Buildings