F-gas and compliance
If you operate an air conditioning system, the refrigerant inside it is regulated. F-gas rules require you to prevent and fix leaks, have larger systems leak-checked at set intervals by certified engineers, keep records, and use only qualified people for any work involving the refrigerant. For most commercial operators, that means regular leak checks and a proper maintenance log.
Check the current rules
F-gas regulations are tightening, and Great Britain now has its own regime (separate from the EU, which Northern Ireland follows). The leak-check framework below is well established, but refrigerant phase-down dates and detailed rules change. (Verified June 2026 — re-confirm before relying on it.)
What the rules require of operators
As the operator — usually the building owner, or the business using the equipment — you must:
- take all feasible measures to prevent leaks, and repair any leak without delay;
- have qualifying systems leak-checked at set intervals (below);
- keep records for at least five years;
- use only F-gas certified engineers and companies for installation, servicing, leak checking, recovery and decommissioning.
Leak-check intervals (by refrigerant charge)
How often a system must be leak-checked depends on its refrigerant charge, measured in tonnes of CO₂ equivalent — which combines the quantity of refrigerant with how powerful a greenhouse gas it is. The thresholds are:
- Under 5 tonnes CO₂e: no mandatory leak checks (hermetically sealed units under 10 tonnes, if labelled as sealed, are also exempt).
- 5 to under 50 tonnes CO₂e: at least every 12 months.
- 50 to under 500 tonnes CO₂e: at least every 6 months.
- 500 tonnes CO₂e and above: at least every 3 months, and a fixed automatic leak-detection system is required.
If an automatic leak-detection system is fitted, the required check frequency is halved. For context, even a typical 10 kW cassette on an older refrigerant can sit above the first threshold, so many ordinary commercial systems need at least an annual check.
Records, repairs and who can do the work
Operators must keep records for each qualifying system — the type and quantity of refrigerant, amounts added or recovered, the dates and results of leak checks, and the contractor who carried out the work — for at least five years. When a leak is found, it must be repaired promptly and the repair re-checked shortly afterwards.
All refrigerant work must be done by engineers holding a recognised F-gas qualification (such as City & Guilds 2079) working for an F-gas certified company (in GB, registered with a body such as REFCOM). Using an uncertified installer isn’t just risky — it’s unlawful.
The bigger picture: refrigerant phase-down
F-gas rules are progressively cutting the use of refrigerants with a high global-warming potential (GWP). New equipment using the highest-GWP refrigerants has been restricted for some years, and the quantity of high-GWP refrigerant available for servicing existing systems is being squeezed over time — part of why newer systems use lower-GWP refrigerants like R32. GB and the EU now run separate (and changing) phase-down schedules, so when specifying or replacing a system it’s worth checking the current refrigerant rules.
Why it matters: beyond the legal duty, leaks waste money and wreck efficiency — losing refrigerant makes a system work harder for less cooling. Regular leak checks under a maintenance contract keep you compliant, efficient and protected from penalties.
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