Refrigerant Log Sheet for HVAC Service Visits
A one-unit record of what a technician did with refrigerant on a visit: the equipment, the refrigerant type and nameplate charge, pounds added or recovered, the leak check and the signatures. Keep a copy with the customer and a copy in the job file.
Print a blank copy
Ready to print and fill in by hand on site. Nothing to type first and no account.
Download blank PDFOr fill it in online
Fill in your business details on the next screen, get a polished PDF in seconds. Each PDF carries a small Generated free with EosLog footer; paid EosLog accounts get unbranded PDFs.
Generate PDF →Template only, not legal advice. Have an attorney licensed in your state review this template before using it with clients.
What’s in this template
Refrigerant Service Record
1. Visit
- Company: Company Name
- Technician: Technician
- EPA 608 certification: EPA 608 Certification Type and Number
- Customer or owner: Customer or Owner
- Service address: Service Address
- Service date: Service Date
- Job or work order no.: Job or Work Order No.
2. Equipment
- Unit location: Unit Location
- Make and model: Make and Model
- Serial number: Serial Number
- Refrigerant type: Refrigerant Type
- Nameplate charge (lbs): Nameplate Charge (lbs)
3. Reason for Visit
Reason for Visit
4. Refrigerant Log
One line each time refrigerant goes into or comes out of the unit. Weigh it; do not estimate. Write the cylinder number so the pounds can be traced to a source.
| Date | Added or recovered | Refrigerant | Pounds | Cylinder no. | Tech initials |
|---|---|---|---|---|---|
6 blank rows on the printed form
5. Leak Check
| Leak check done (yes or no, and method) | |
| Leak found? Where? | |
| Repair made, or declined by the customer | |
| Follow-up visit needed |
6. Totals This Visit
| Total pounds added | |
| Total pounds recovered | |
| Charge in the unit when you left (if weighed in) |
7. Sign-Off
The technician confirms the entries above are an accurate record of the refrigerant added to or recovered from this unit on this visit. The customer or owner acknowledges receiving a copy.
Technician signature line
Customer or owner (received a copy) signature line
Refrigerant log questions, answered
What should a refrigerant log include?
The date, the site and the unit (make, model, serial number and location), the refrigerant type, the nameplate charge, the pounds added or recovered on this visit and the cylinder it came from, the type of service, any leak check and what was found, and the technician who did the work. This sheet has a line for each.
Does federal law require a refrigerant log?
For appliances that normally hold 50 or more pounds of refrigerant, EPA's rule at 40 CFR 82.166 says the person servicing the appliance must give the owner an invoice or other documentation showing the amount of refrigerant added. It also says the owner must keep servicing records with the date, the type of service and the quantity added. Rules for smaller systems, newer leak repair requirements and state rules differ, so check the EPA's Section 608 pages and your state agency. This form is a record sheet, not legal advice.
How long do refrigerant records have to be kept?
The same EPA section says records it requires must be kept for a minimum of three years unless the section says otherwise. Many shops keep a unit's records for as long as they service it, which costs nothing when the sheet is a PDF in the job file.
Who keeps the log, the technician or the owner?
Both have a part for larger appliances: the servicing person gives the owner documentation of the refrigerant added, and the owner keeps the servicing records. Handing the customer a signed copy of this sheet at the end of the visit gives them the record and puts the pounds on paper for you.
Do I need an account to use this form?
No. Download the blank form and print it, or fill in the visit details online and download a PDF. Neither needs an account.
Keep the record with the job
In EosLog the completed form is attached to the job and the customer, so the pounds you added last spring are one tap away when the unit is back on the schedule.