Refrigerant leak records checklist
Records for covered appliances must be kept for at least three years, on paper or electronically. Here is what the rule asks you to document for each appliance.
For each appliance
- Full charge and how you determined it (including an established range, if you use one).
- Installation, service, repair and disposal events: the date, parts involved, pounds of refrigerant added or recovered, the leak rate, and the calculation method used.
- Leak inspections: date, inspection method, where leaks were found, and certification that all parts were inspected.
- Verification tests: dates, whether each was the initial or follow-up test, results, and where leaks were tested.
- Retrofit or retirement plans and extensions, if you use them.
- Mothballing: documentation if an appliance is mothballed, since mothballing suspends the repair time frames.
Per service event: quick sheet
| Field | Example |
|---|---|
| Appliance ID / location | Walk-in cooler, Store 14 |
| Date of addition | 2026-03-01 |
| Refrigerant and pounds added | R-410A, 6 lb |
| Full charge | 120 lb |
| Days since last addition | 90 |
| Method | Annualizing |
| Leak rate | 20.3% |
| Trigger exceeded? | Yes (comfort cooling 10%) |
| Repair due | 2026-03-31 |
| Initial and follow-up test dates | Enter when done |
The leak rate calculator prints a record with the calculation fields filled in, so you can add it to the job file. The timeline guide shows which dates to capture after a repair.
Run the numbers for your system. The calculator handles both methods, shows the repair trigger for your appliance type and the repair deadline, and prints a record for the job file. Nothing you enter is stored.
Open the leak rate calculatorSource: 40 CFR 84.106, Leak repair (also on eCFR). This guide is informational and is not legal advice. Last reviewed October 2026. Check the current regulation and your own records before relying on it.