Who must keep records
Refrigerant tracking rules can apply to technicians, owners, and anyone who services, recovers, or disposes of regulated appliances. The exact recordkeeping duty depends on the appliance class and the refrigerant involved, so start with the federal refrigerant rules and confirm whether your situation falls under Section 608 or a newer HFC requirement.
If you are building a simple system for service notes, see the refrigerant log, the log sheet template, and the glossary.
What to record
Do you have to log refrigerant usage? In many cases, yes. A useful log usually includes who worked on the appliance, the date, the service performed, the refrigerant handled, and what was recovered, added, or disposed of. Keep the record tied to the specific job and the specific appliance so it can be matched later.
Per job notes should capture the service event itself. Per appliance notes should stay with the unit over time. Recovery notes should show what was removed and how it was handled. If you also need a printable summary, the PDF export page can help you see how records may be grouped for review.
How long to keep records
The retention period depends on the rule that applies to the appliance and refrigerant type. Some records must be kept for a set number of years, but the exact length should be verified against the current federal requirement before you set a policy or delete old files.
If you are comparing maintenance logs across systems, the home page can help you find related recordkeeping tools and reminders.
2026 changes
There are expected changes tied to the AIM Act rules that may expand refrigerant recordkeeping for certain HFC appliances starting in 2026. The exact charge threshold, effective date, and retention details should be verified before you update any internal policy or customer-facing form.
Verify the current federal text before using this guide as a compliance checklist.
Example log
A simple log might list the appliance ID, location, service date, technician name, refrigerant type, work performed, recovered amount, and notes about disposal or recharge. Keep it short, consistent, and easy to audit. If you are planning a shareable summary, the app can also help you organize records for a future report.
For readers looking ahead to app features, join the waitlist to be notified when HVAC Refrigerant Log opens access.
Reference only. Verify with manufacturer data and gauges. Follow the manufacturer chart and EPA rules. This site is not an approval from EPA.