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An air conditioning service record documents a planned maintenance, breakdown or inspection visit to one or more air conditioning systems. It records the units serviced, the checks carried out on filters, coils and condensate drains, the F-Gas leak check, the air temperatures measured and any refrigerant handled, giving the client a clear account of each system's condition.
Regular servicing follows the good-practice principles of BS EN 378 and the manufacturer's schedule, while the GB F-Gas Regulation sets mandatory leak-check intervals based on each system's CO₂e tonnage. Warranty conditions and landlord or facilities PPM contracts also depend on documented visits, so a completed record protects both the client and your business.
TradePlanr lets you complete the service record on your phone or tablet at the site, covering up to four systems on a single visit. Log the checks and readings against each unit, record any refrigerant added or recovered, capture the signature and send the client a professional PDF before you leave.
The GB F-Gas Regulation requires periodic leak checks at intervals set by each system's CO₂e tonnage, and a service record evidences that the checks were carried out by a certified business.
Manufacturers commonly make regular servicing a condition of the product warranty, so documented visits protect the client's cover on newer installations.
Landlord and facilities PPM contracts require planned maintenance visits to be recorded, and the service record is the deliverable for each visit.
TM44 air conditioning inspections are a separate statutory assessment of system efficiency; a service record complements them but does not replace them.
Record the site, the client, your F-Gas company certification details such as the REFCOM number, and whether the visit is a planned service, breakdown or inspection.
Add up to four systems, recording the indoor unit location, the system type — split, cassette, ducted or VRF — plus the make, model, serial number, refrigerant and charge.
Confirm filters cleaned, coils inspected and the condensate drain clear for each system, then log the F-Gas leak check and the supply and return air temperatures.
Record any refrigerant added or recovered in kg, along with any leaks found and the repairs made, so the visit supports the system's F-Gas records.
Record the result and the next service due date, capture the signature and send the client a branded PDF service record before you leave, with a copy stored against the job.
TradePlanr generates this and 45+ other gas, electrical, oil, plumbing and renewables certificates as proper PDFs — filled on site, signed on screen and stored against the job. Works even with no signal. Free to start.
Most systems are serviced at least annually, with heavily used or critical systems serviced more often to the manufacturer's schedule. The F-Gas leak-check interval on larger systems is set separately by their CO₂e tonnage.
The GB F-Gas Regulation sets leak-check intervals by CO₂e tonnage: systems at or above 5 tonnes CO₂e need periodic checks, with larger systems checked more frequently. The service record documents each check alongside the routine maintenance.
Work on the refrigerant circuit, including leak checks, must be carried out by F-Gas certified engineers working for a certified company, such as a REFCOM registered business. The record captures the company certification details.
No. A TM44 inspection is a statutory energy efficiency assessment of air conditioning systems above a certain capacity, carried out by an accredited assessor. The service record documents the hands-on maintenance visits between inspections.
Yes. TradePlanr lets you log up to four systems on a single service record, each with its own location, details, checks and readings, then issue one signed PDF for the visit.
