Resources/Checklists/Compliance checklist

Refrigerant Service and Leak Log

Keep the refrigerant record EPA expects for larger systems, and catch a leaking unit before it becomes a violation.

CodeClean Air Act section 608. For HFC equipment holding 15 lb or more (40 CFR Part 84 Subpart C, effective January 1, 2026) and ozone-depleting refrigerants like R-22 in equipment of 50 lb or more (40 CFR Part 82 Subpart F): calculate the leak rate every time refrigerant is added, repair within 30 days when comfort cooling leaks 10% or more of its full charge per year, verify the repair, and keep records at least 3 years. Your state may require more.

George Herlth III
FMP · 20-yr maintenance pro · v1.0, Oct 2026
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Equipment list

Equipment list

Fill once per system. The printable PDF has 12 blank lines with these columns.

Equipment / location
Write in
Refrigerant
Write in
Full charge
Number (lb)
Covered? (HFC 15 lb+ / ODS 50 lb+)
Y / N

Service log

One line every time refrigerant is added or recovered. The printable PDF has 12 blank lines with these columns.

Date
Write in
Equipment
Write in
Lb added
Number (lb)
Lb recovered
Number (lb)
Technician and EPA cert #
Write in
Leak found?
Y / N
Leak rate % (covered units)
Number (%)
Repaired on
Write in
Verification tests done
Tick

Checks

  1. 1
    Every refrigerant add or recovery this month is on the logMark: Done
    Monthly
  2. 2
    Technicians hold the right EPA 608 certification (Type II for most comfort cooling)Mark: OK / Action
    Each visit
  3. 3
    Covered units: leak rate calculated at each addMark: Done / N/A
    Each add
  4. 4
    Comfort cooling at 10% or more: repaired within 30 days of the addMark: OK / Action / N/A
    1. 4aInitial and follow-up verification tests doneMark: Done
    As needed
  5. 5
    After a 10%+ leak: annual leak inspection until it stays under for a yearMark: Done / N/A
    Yearly
  6. 6
    Vendor invoices and service tickets filed with this log, kept 3+ yearsMark: Done
    Monthly

If Action

What to do

  • A unit that keeps needing refrigerant: get a leak search, not another top-off.
  • 10% or more on a covered comfort cooling unit: the 30-day repair clock starts at that add. Schedule the repair now, or a retrofit-or-retire plan within 30 days.
  • A technician without a cert number: don't let them charge equipment.

Your local authority having jurisdiction decides which code edition applies. Confirm locally. Not legal advice.

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