F-Gas Record Keeping Requirements (GB): What You Must Record
What F-Gas records you legally have to keep in Great Britain: which systems need them, the seven things to record, who keeps them, for how long, labelling and penalties.
By Max Tuleberg · Founder, Vento · Last updated 25 October 2026
Founder of Vento. Worked on the tools before building the software.
In Great Britain, any refrigeration, air-conditioning or heat pump system holding 5 tonnes CO₂e or more of F-gas must have records kept of its refrigerant, every gas movement, who worked on it and every leak check. The operator keeps them for at least five years, and so does the company that did the work. This guide covers what to record, who keeps it, labelling and the penalties. It reflects the rules in force in October 2026: the retained F-Gas Regulation (EU) 517/2014 and the Fluorinated Greenhouse Gases Regulations 2015. Northern Ireland follows different, EU rules.
Which systems need records
Records are needed for every system that needs mandatory leak checks: those with a charge of 5 tonnes CO₂ equivalent or more. CO₂e is the charge in kg multiplied by the refrigerant's global warming potential (GWP), divided by 1,000. Hermetically sealed equipment is exempt below 10 tonnes CO₂e, but only if it is labelled as hermetically sealed.
| Refrigerant | GWP | Charge that reaches 5 t CO₂e |
|---|---|---|
| R32 | 675 | 7.4 kg |
| R410A | 2,088 | 2.4 kg |
| R290 (propane) | 3 | Not reached in practice |
For any other refrigerant or charge, the leak-check interval calculator works it out.
The seven things the records must contain
For each system, the operator's records must show:
- The quantity and type of F-gas installed.
- Quantities added during installation, maintenance or servicing, or because of a leak.
- Whether the gas used was recycled or reclaimed — and if so, the name and address of the facility and its certificate number.
- The quantity of gas recovered.
- The identity of the company that installed, serviced, maintained, repaired or decommissioned the system, including its certificate number.
- The dates and results of leak checks.
- If the system was decommissioned, how the gas was recovered and disposed of.
Government guidance asks for quantities in both kilograms and tonnes CO₂e. A logbook kept with the equipment is the usual way to do this, on paper or in software — the law requires the records, not a particular format.
Who keeps them, and for how long
| Who | Duty | How long |
|---|---|---|
| The operator | Keep records for each system that needs leak checks | At least 5 years |
| The company doing the work | Keep copies of the records for the work it did | At least 5 years |
The operator is whoever has actual control over how the equipment works — usually the owner or the business that runs it, not the installer. Both must make the records available to the Environment Agency on request.
Leak checks the records must show
| Charge | Leak check at least every | With a leak detection system |
|---|---|---|
| 5 to under 50 t CO₂e | 12 months | 24 months |
| 50 to under 500 t CO₂e | 6 months | 12 months |
| 500 t CO₂e or more | 3 months | 6 months (detection is mandatory) |
If a leak is found it must be repaired, and the system checked again within a month of the repair. More in the leak-check intervals guide.
Labels
Equipment containing F-gas must carry a readable, indelible label next to the service ports (or on the part holding the gas) stating that it contains fluorinated greenhouse gases, the refrigerant's name, the quantity in kg and in tonnes CO₂e, the GWP, and "hermetically sealed" where that applies. In Great Britain the label must be in English. Installers must label the systems they install.
Who can do the work
Anyone installing, servicing, repairing or decommissioning a system must hold the right personal F-Gas certificate — Category I covers everything; Category II covers leak checks, plus installation and recovery work on systems under 3 kg (6 kg if hermetically sealed). Companies doing this work for others, sole traders included, also need company certification from an approved body. See F-Gas registration and certification.
Penalties
The Environment Agency can issue enforcement notices and civil penalties. Under the 2015 Regulations the maximum civil penalty for a record-keeping breach is £50,000, and for leak-check failures £100,000. Serious cases can be prosecuted, with an unlimited fine on indictment.
Keeping records without the paperwork
Most missing records come from work that was done but never written up. Software that holds the record against each installed system — refrigerant, charge and CO₂e filled in from the install, and the next check scheduled from the interval — removes the step that gets forgotten. That's how Vento's F-Gas register works; the best F-Gas software guide compares the alternatives.
Sources: Regulation (EU) No 517/2014 as retained in GB law (Articles 2, 4, 6 and 12); the Fluorinated Greenhouse Gases Regulations 2015, Schedule 4; Commission Implementing Regulation (EU) 2015/2067, Article 3; and GOV.UK guidance on recording, leak-checking and labelling F-gas equipment. Checked 24 October 2026. This is guidance, not legal advice.
This guide is general information for UK installers, not legal or regulatory advice. Always check the current regulations and manufacturer instructions for your specific job.
Frequently asked questions
What F-Gas records do I have to keep?
For every system that needs leak checks (5 tonnes CO₂e or more): the type and quantity of refrigerant installed; any gas added during installation, servicing or because of a leak; whether recycled or reclaimed gas was used, and where it came from; the quantity recovered; who installed, serviced, repaired or decommissioned it, with their certificate number; the dates and results of leak checks; and, on decommissioning, how the gas was recovered and disposed of.
How long do F-Gas records have to be kept?
At least five years. That applies to the operator of the equipment and, separately, to the company that does the work for them, which must keep copies for at least five years too. Both must provide the records to the Environment Agency on request.
Who is responsible for F-Gas records — the installer or the customer?
The legal duty sits with the operator: whoever has actual control over how the equipment works, usually the owner or the business running it. The installer or service company must also keep copies of the records for work they do. In practice, most customers rely on their installer to keep the logbook up to date.
Do small domestic air conditioners need F-Gas records?
Only if the system is 5 tonnes CO₂e or more. For R32 that means a charge above about 7.4 kg, so most single-room domestic splits fall below it. The F-Gas certification rules on who can work on the system still apply whatever the size.
Do I have to report F-Gas records to the Environment Agency?
Not as an installer or operator of stationary air conditioning. You keep the records and produce them on request. Annual reporting applies to producers, importers and exporters of F-gas, and to companies placing large quantities on the market in equipment.
Related