F-gas leak checks and records: a plain-English guide

Work out which rules and charge apply

In Great Britain, F-gas leak-check frequency depends on the charge expressed in tonnes of CO2 equivalent. Identify the refrigerant and quantity before deciding the interval. A refrigerant mass in kilograms is not by itself the same as tonnes CO2 equivalent.

Use current GOV.UK guidance to confirm the requirements for the equipment and refrigerant concerned, including any applicable exceptions. This overview describes the stated GB thresholds; it is not a determination that every system with a particular label is in scope. Northern Ireland follows EU F-gas rules, so check the latest rules there separately.

• Refrigerant type and quantity
• System identity and location
• Charge in tonnes CO2 equivalent
• Applicable GB or Northern Ireland guidance

Record the interval and leak-detection status

Under the GB rules, systems with 5 tonnes CO2 equivalent or more need leak checks at least every 12 months; 50 tonnes or more, every 6 months; and 500 tonnes or more, every 3 months. Confirm the equipment’s applicable requirements rather than applying a calendar interval without checking the charge.

With a working automatic leak-detection system, the required checking frequency can be halved: the corresponding intervals are 24, 12 and 6 months. That means the interval is doubled, not shortened. Systems of 500 tonnes CO2 equivalent or more must have leak detection. Record whether the detection system is present and working rather than assuming that a fitted device qualifies.

• 5 t CO2e+: at least every 12 months
• 50 t CO2e+: at least every 6 months
• 500 t CO2e+: at least every 3 months
• Working automatic detection: corresponding intervals 24/12/6 months

Keep a system-by-system work record

Leak checks must be carried out by F-gas certified people. Record who did the work, when the check took place, the method and the result. If several systems are checked on one visit, identify each separately so the operator can trace a result to the correct equipment.

Operators keep records of refrigerant type and quantity, quantities added or recovered, check dates and results, and who carried out the work for at least five years. A concise form is useful when it preserves those details; a short “no leaks” message without the system or date is much harder to use later.

Keep repair findings and quantities clear rather than hiding them in an unlabeled notes box. A later engineer should be able to distinguish a routine check from refrigerant work or an unresolved issue. Record the actual work performed, not default values from a sample report.

• Refrigerant type and quantity for each system
• Quantities added or recovered
• Check dates, methods and results
• Identity of the person doing the work

Use templates as records, not regulatory advice

The free F-Gas Leak Check Record is a starting point for system details and results. A breakdown sheet can document fault finding and repairs, while an air conditioning PPM sheet records maintenance tasks. Keep the statutory refrigerant record clear even when maintenance happens on the same visit.

JobForms scheduled checks can help a team remember a planned form check, but a schedule does not decide the legal interval or certify that a leak check was completed correctly. Choose the recurrence only after confirming the requirements for that system and review it when the charge or equipment changes.

Rules change — check GOV.UK F-gas guidance. Do not use this article as a substitute for current regulator guidance, suitable certification or the equipment operator’s own responsibilities.