F-gas and air conditioning: a checklist for building operators

Establish your equipment and refrigerant details

This overview concerns stationary air-conditioning equipment in Great Britain. F-gas requirements depend on the refrigerant, charge and equipment details; do not assume every system needs the same checks. Rules in Northern Ireland and the EU must be checked separately.

Start with an equipment register showing each unit's location, identifier, refrigerant type and charge. Ask your maintenance contractor to help confirm missing information rather than guessing from the age or appearance of a unit.

Confirm responsibility and competence

The operator has responsibilities for preventing emissions and arranging applicable checks. Confirm who has actual control of the equipment, particularly where landlord, tenant and maintenance arrangements overlap.

Companies undertaking relevant F-gas work on equipment operated by others must hold the required certification, and technicians need appropriate qualifications. Check these before commissioning installation, servicing, recovery or decommissioning work.

• Identify the operator and agree responsibilities in writing.
• Confirm the refrigerant and equipment details.
• Check the contractor's company certification and technician qualifications.
• Use current official guidance to establish applicable leak checks and records.

Keep an equipment history

Where record-keeping requirements apply, retain the required information about refrigerant quantities and types, work carried out, leak-check results and recovery or disposal. Keep records accessible to those responsible for the system.

Ask for a clear service report and follow up any suspected leaks. Do not treat a routine visit as evidence that every applicable F-gas duty has been satisfied.

Plan replacements with the whole system in mind

When reviewing ageing equipment, consider condition, refrigerant, maintainability, controls and energy performance together. A replacement proposal should explain the suitability of the equipment, installation arrangements and responsible recovery of refrigerant from the outgoing system.

Before making a purchasing decision, check current Great Britain guidance for the equipment and refrigerant concerned. Do not assume an EU headline or a general phase-out statement applies to your installation.