How often should a heat pump be serviced?
Annually for most systems. Manufacturers generally require a yearly service to keep the warranty valid, and regular maintenance keeps the system running efficiently.
MCS MIS 3005 / F-Gas Regs
Heat Pump Service & Maintenance Record
A heat pump service record documents the annual service and maintenance visit for an air or ground source heat pump, confirming the system has been inspected, cleaned and checked and is operating as the manufacturer intended.
Free plan · No card required · Works offline on site
Most manufacturers require an annual service to keep the warranty valid, and MCS-installed systems are expected to be maintained in line with the installer handover. Where the refrigerant circuit is sealed, checks are visual and performance based, while larger systems may also need F-Gas leak checks by a certified engineer.
TradePlanr lets you record the checks, readings and any remedial work on site and produce a clear PDF service record, so the service history stays with the system year after year.
What it covers
- Property and customer details plus the heat pump location
- Appliance make, model, serial number and refrigerant type
- Filters, strainers and heat exchanger checks and cleaning
- System pressure, flow rates and antifreeze or inhibitor levels
- Flow and return temperatures and performance readings
- Visual refrigerant circuit inspection and any leak check carried out
- Electrical connections, controls and safety device checks
- Engineer details, signature, date and next service due
When it's required
Heat pumps should be serviced annually, both to keep the manufacturer's warranty valid and to keep the system running at the efficiency it was designed for. The service record is the evidence that maintenance has been done.
Landlords and commercial operators also rely on the record to show the system is being maintained, and systems with larger refrigerant charges may need periodic leak checks under the F-Gas regulations by a certified engineer.
Keeping a dated service history against the property helps at resale, supports warranty claims and makes the next visit faster because previous readings are on file.
How to issue it in TradePlanr
- 1
Enter the system details
Record the property, the heat pump make, model and serial number, and the refrigerant type, pulling the details forward from last year where they exist.
- 2
Work through the service checks
Log the filter and strainer cleaning, system pressure, flow rates, antifreeze or inhibitor levels and the electrical and control checks.
- 3
Record performance readings
Enter the flow and return temperatures and any performance measurements, and note remedial work or advice given to the customer.
- 4
Sign and store the PDF
Capture the signature, set the next service date, generate the PDF service record and store it against the property for the system's history.
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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.
Frequently asked questions
Does a heat pump service need an F-Gas engineer?
Routine maintenance on a sealed system does not, but any work on the refrigerant circuit, and leak checks required on larger charges under the F-Gas regulations, must be done by a certified engineer.
What should the service record show?
The checks carried out, the readings taken, any remedial work or advice, and the engineer's details and signature, with the next service date set.
Can I complete the record on site?
Yes. TradePlanr lets you record the checks and readings, capture the signature and produce the PDF at the property.
Related certificates
Heat Pump Commissioning (HHIC Benchmark)
The Benchmark commissioning checklist for air and ground source heat pump installs.
Heat Pump Handover Certificate (MCS F26B)
The MCS F26B handover certificate confirming a heat pump install meets MCS requirements.
F-Gas Refrigerant Handling Record
The record of refrigerant added, recovered and leak-checked required under the F-Gas regulations.