Free HVAC and air conditioning document templates

Air conditioning and refrigeration work is regulated more tightly than most engineers expect, and the record-keeping is a legal obligation rather than best practice. Anyone carrying out installation, servicing, maintenance, repair or decommissioning involving fluorinated greenhouse gases needs the relevant F-Gas qualification, and the company needs to be certified for that work.

The logbook requirement is the one that catches people out. Operators of equipment containing fluorinated greenhouse gases at or above the threshold that triggers leak checking must keep records covering the quantity and type of refrigerant installed, any quantity added or recovered, the results of leak checks and their dates, and the identity of the company and technician who carried out the work. Those records must be kept for at least five years and made available on request. In practice the operator is the site owner, but the engineer is the person who has the information, so the record is only ever as good as the sheet you leave behind.

This category gives you a clean logbook entry sheet designed to be filed at the unit, and a service record covering filters, coil condition, condensate, electrical checks, pressures and temperatures, plus the recommendations arising. Both leave a defensible trail if a site is ever audited.

The commissioning and hand-over document does a different job: it confirms what was installed, the design conditions, the settings left in place, the controls the customer needs to understand and the maintenance interval that keeps the manufacturer warranty valid. Most warranty disputes on split systems come down to an absence of servicing evidence, and a hand-over sheet that states the interval clearly puts the responsibility where it belongs.

Add your company details and F-Gas certification number once, then reuse. Editable .docx, A4, no sign-up needed to browse.