Who is responsible for the F-Gas record?
The operator of the equipment is legally responsible for keeping the records, but in practice the F-Gas certified engineer who carries out the work completes and signs each entry.
F-Gas Logbook Template
The F-Gas regulations require a record of the refrigerant in each system and every check on it. Here is what the logbook must contain.
Any system containing fluorinated refrigerant above the CO₂-equivalent threshold must have records kept: the quantity and type of refrigerant, the amount added or recovered, the leak checks carried out, and who did the work. This is the F-Gas logbook.
The record has to be kept for at least five years and made available to the regulator on request, so a consistent, complete logbook is not optional — it is a legal requirement for the operator and the engineer.
Enter the refrigerant and charge to get the CO₂e tonnage and leak-check interval.
What to include
- System and site identification, and the refrigerant type
- The total refrigerant charge and its CO₂-equivalent tonnage
- Quantity of refrigerant added, and its source
- Quantity recovered, and where it went
- Dates and results of leak checks
- Details of any leak detection system fitted
- The certified engineer's name, F-Gas certificate number and signature
When an F-Gas record is required
Records are required for equipment containing 5 tonnes of CO₂-equivalent refrigerant or more (with an exemption for hermetically sealed equipment below 10 tonnes). Use the F-Gas CO₂e calculator to work out where a given charge falls and how often it must be leak-checked.
Below the threshold you may not be legally required to keep the record, but doing so is good practice and makes servicing and warranty claims easier.
Keep it accurate and current
Every time refrigerant is added or recovered, or a leak check is carried out, the logbook must be updated by the certified engineer who did the work. Gaps in the record are exactly what an inspection looks for.
Keeping the F-Gas log against the job, alongside the commissioning record and the invoice, means the system's full refrigerant history travels with it.
Frequently asked questions
How long must F-Gas records be kept?
At least five years. They must be made available to the regulator on request, so keep them somewhere you can retrieve them.
When does a system need F-Gas records?
When it contains 5 tonnes of CO₂-equivalent refrigerant or more, with an exemption for hermetically sealed systems below 10 tonnes. The F-Gas CO₂e calculator works out the tonnage from the charge.
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