F-gas Records, Leak Checks and Qualifications

If you operate or service equipment holding F-gas equivalent to 5 tonnes or more of carbon dioxide (CO2), you must keep records about it for 5 years. This guide covers Great Britain. The Fluorinated Greenhouse Gases Regulations 2015 reach Northern Ireland only for import, export and trade controls, so the rules below are for England, Wales and Scotland. The other sources are GOV.UK guidance pages.

What records you must keep

The records duty covers equipment you operate or service when it holds F-gas equivalent to 5 tonnes or more of CO2. The equipment types named are:

• stationary refrigeration equipment
• stationary air-conditioning equipment
• stationary heat pumps
• stationary fire protection equipment
• refrigeration units of refrigerated trucks and trailers
• electrical switchgear
• organic Rankine cycle equipment

The Environment Agency may ask to see your records during an inspection.

What to record

Keep records for 5 years of:

• the quantity and type of gas in the equipment when it is installed
• the quantity and type of gas added during maintenance, for example in leak repairs
• the dates and results of all mandatory leak checks
• what you have done to recover and dispose of gas, for example the registered waste carrier you use

If the gas was recycled or reclaimed, also record the quantity recovered and the name, address and certificate number of the recycling or reclamation facility.

If you are a user or operator of the equipment, also keep the name, address and certificate number of any company you used to install, service or decommission it.

Leak checks

If you use the equipment listed above, you are responsible for getting it checked for F-gas leaks. If you rent out equipment, you may be responsible for the leak checks instead of the end user, depending on the rental agreement. Responsibility for stopping leaks is shared between the users of the equipment and the service technicians who install, maintain or dispose of it.

How often a check is needed depends on the amount of F-gas and its global warming potential. The GOV.UK page sets the intervals by CO2 equivalent:

For scale, the page gives the 5 tonne threshold as 3.5 kg of HFC 134a, 2.4 kg of HFC 410A or 1.3 kg of HFC 404A.

Fitting an automatic leak detection system doubles the time allowed between leak checks. You must fit one if the equipment holds F-gas equivalent to 500 tonnes or more of CO2, except electrical switchgear and organic Rankine cycles installed before 1 January 2017. The system must alert you, or a service company responsible for your equipment, if it detects a leak. It must itself be checked every 6 years on electrical switchgear and every year on all other equipment containing F-gas.

There is no maximum period between leak checks on hermetically sealed refrigeration and air conditioning systems, unless they hold F-gas equivalent to 10 tonnes of CO2. The page gives that as 2.6 kg of HFC 404A or 7 kg of HFC 134a. There is also no maximum period for refrigeration systems in vehicles, other than refrigerated trucks or trailers.

If you find a leak

If you find a leak during a check, you must repair it as soon as possible and repeat the test within a month to check the repair worked. You could receive a civil penalty if you do not have the right leak checks in place or do not fix leaks.

Personal qualifications

You must hold your own qualifications to work on equipment containing F-gas, even if you work for someone else. Working with F-gas without the correct qualifications is against the law and can bring a civil penalty. Regulation 18 of the Fluorinated Greenhouse Gases Regulations 2015 is headed "Obligation of employers to employ qualified employees".

For stationary refrigeration, air conditioning and heat pump systems, you need a qualification to install new systems, service and maintain them, check for leaks, recover gases, and decommission and dispose of old systems. The certificate categories are:

The page lists City and Guilds, BESA and LCL Awards as accredited organisations. It says CITB is no longer issuing new F-gas qualifications or certification.

To work on a fire protection system that contains F-gas equivalent to 3 kg or more, you need a Fire Industry Association F-gas certificate for individuals. The page also lists separate qualifications for mobile air conditioning systems, for electrical switchgear containing sulphur hexafluoride (SF6), and for recovering solvents. If you service equipment not covered by a specific qualification, you must have appropriate training and qualifications that cover handling F gases.

A UK F-gas certificate is not valid for work in the EU.

Company certification

A company, including a sole trader, must be certified by an approved body to service stationary equipment containing F-gas that is operated by others. That covers air conditioning, refrigeration and fire protection. The company must be able to show that it employs enough trained staff and has a written procedure for handling F gases safely and minimising emissions. Its certification body may audit it.

You do not need a company certificate to service refrigerated trucks and trailers, high voltage switchgear, or car and van mobile air conditioners. A company that services only its own equipment does not need to be certified either. If it contracts another company to service the equipment, that company must be certified.

Company certification for refrigeration and air conditioning must be renewed every 3 years.

Where CertBox fits

Every CertBox certificate carries a QR code that shows it is on record with CertBox. CertBox does not check the engineer's qualifications or registration.

Frequently asked questions

How long do I have to keep F-gas records?

You must keep them for 5 years. The rule applies to equipment you operate or service that holds F-gas equivalent to 5 tonnes or more of carbon dioxide. The Environment Agency may ask to see the records during an inspection.

How often must F-gas equipment be checked for leaks?

It depends on the amount of F-gas, measured as carbon dioxide equivalent. At least every 12 months for 5 to less than 50 tonnes, and at least every 6 months for 50 to less than 500 tonnes. At 500 tonnes or more, most equipment needs automatic leak detection.

Do I need my own F-gas qualification if my employer is certified?

Yes. You must hold your own qualification to work on equipment containing F-gas, even if you work for someone else. Working without the correct qualification is against the law and can bring a civil penalty.

Does a company need certification to service its own equipment?

No. A company that services only its own equipment does not need company certification. Any individual who handles the F-gas still needs personal qualifications.

Sources

Checked against these on 2026-11-05.

• GOV.UK, Record F gas in equipment you own or service
• GOV.UK, Checking F gas equipment for leaks
• GOV.UK, Qualifications to work with F gas
• GOV.UK, Company certification to work with F gas
• The Fluorinated Greenhouse Gases Regulations 2015 (SI 2015/310)

Corrected and updated 2026-11-05. This article is for general guidance only and does not constitute legal or professional advice. Always refer to the relevant standards and consult qualified professionals for definitive requirements.