F-Gas Record Keeping Requirements UK: Complete Guide for Operators and Engineers

F-Gas Record Keeping Requirements UK: What Every Operator and Engineer Must Know

F-Gas record keeping is a legal requirement in the UK, not an optional best practice. Both operators (equipment owners) and engineers who service refrigerant-containing systems have recording obligations under the UK F-Gas Regulation. Failing to maintain accurate records can result in significant fines from the Environment Agency.

Who Must Keep F-Gas Records?

Operators — the person or company that owns or controls F-Gas containing equipment — must maintain an equipment log for each system containing 5 kg or more of fluorinated gases (or any amount in hermetically sealed equipment). Engineers who carry out servicing must record their certification number and details of work done.

What Must Be Recorded?

• Quantity and type of refrigerant installed in the system
• Quantities added during servicing and the reason for addition
• Quantities recovered during servicing or decommissioning
• Dates and results of all leak checks (for systems 5+ tonnes CO2e)
• Location, size and date of any leaks found and repaired
• Name and certification number of engineers who carried out work
• Dates of system installation, commissioning and decommissioning

How Long Must Records Be Kept?

Records must be retained for a minimum of 5 years and must be available for inspection by the Environment Agency (England), SEPA (Scotland), NRW (Wales) or NIEA (Northern Ireland) on request.

Digital vs Paper Records

Both are acceptable. Popular digital options include the REFCOM online logbook, dedicated F-Gas apps, and spreadsheet/CRM systems that capture all required fields. The key is completeness — digital records that miss required fields are as non-compliant as blank paper logs.

Common Record Keeping Mistakes

• Recording only the refrigerant added, not the total system charge
• Missing engineer certification numbers on service records
• Not recording leak check results (even when no leak found)
• Failing to log refrigerant recovered at decommissioning

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Frequently Asked Questions

What F-Gas records must UK engineers keep?

Quantity and type of refrigerant installed/added/recovered, leak check dates and results, repair records, engineer certification details and equipment location. Records kept for minimum 5 years.

Who is responsible for F-Gas record keeping in the UK?

The operator — the person or company controlling the equipment — is responsible. Engineers must provide certification details and work records to the operator after each service visit.

Are digital F-Gas logbooks accepted in the UK?

Yes. Digital logbooks including apps and spreadsheets are accepted provided they capture all required data and are available for inspection for at least 5 years.