HVAC Service Report
A clear record of each service call: the equipment, what the customer reported, what was checked with the readings taken, what was repaired or replaced, refrigerant handled, safety problems found, and what still needs doing.
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Sample notes, 94 words
Customer: Linda Okafor 412 Birchwood Dr Date: 10/06/2026, in 1:15pm out 2:40pm Tech: Marco Diaz Cert: EPA 608 universal ...
We sorted 14 items into 7 sections and flagged 1 to fix soon.
- Fix soonHeating
Furnace flue joint at the draft hood loose, re-secured
- Worth watchingAirflow, controls and electrical
Filter very dirty
Still to add
- RecommendedNotes for parts
- RecommendedNotes for refrigerant record
Filled in for you
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What goes in it
Every HVAC service report from ReportDraft follows the same professional structure, so clients and reviewers find things where they expect them.
- Equipment servicedUnit and location, Make and model, Serial number, Age or year, Refrigerant
- Reason for the callWhat the customer reported, or why the visit was booked, in one or two sentences.
- HeatingBurners, ignition and flame sensor, Heat exchanger (visual), Flue, venting, draft and inducer, Gas pressure, valve and connections, Limit, rollout and pressure switches, Heat strips or auxiliary heat
- Cooling and heat pumpRefrigerant charge (pressures, superheat or subcooling), Compressor, Outdoor coil and fan motor, Indoor coil, Condensate drain, trap, pump and float switch, Capacitors and contactor, Reversing valve and defrost
- Airflow, controls and electricalAir filter, Blower motor and wheel, Airflow, static pressure and temperature split, Ducts, registers and returns, Thermostat and controls, Wiring, disconnect, breakers and amp draw
- Safety checksCarbon monoxide (flue or combustion test, and ambient), Gas leak check, Carbon monoxide alarm present
- Work performedWhat was done on this visit, in order: repairs, parts replaced, cleaning and adjustments, refrigerant work, and the readings taken before and after.
- PartsPart, Quantity, Installed, ordered or recommended
- Refrigerant recordRefrigerant, Added, Recovered, Leak found or repaired
- Follow-upReturn visits, parts on order, quotes to send, and anything the customer agreed to or declined.
How it works
1. Add your notes. Type or paste what you saw. Rate items with one tap if you like.
2. Get a draft. Findings, recommendations and a summary are written for you, in your report's structure.
3. Check, sign, send. A completeness list shows anything missing. Sign to lock the PDF and download Word too.
Why it pays for itself
What United States federal rules require
- Anyone who could reasonably be expected to open the refrigerant circuit while maintaining, servicing, repairing or disposing of appliances with an ozone-depleting or non-exempt substitute refrigerant must pass an EPA-approved certification exam: Type I for small appliances, Type II for medium-, high- and very high-pressure appliances, Type III for low-pressure appliances, or Universal; certified technicians keep a copy of their certificate at their place of business40 CFR 82.161 (a) (1), (4)
- No one maintaining, servicing, repairing or disposing of an appliance may knowingly vent or otherwise release its refrigerant into the environment (carbon dioxide, nitrogen, water and some other listed substitutes are exempt)40 CFR 82.154 (a) (1)
- Appliances with a full charge of 50 pounds or more of an ozone-depleting refrigerant (such as R-22) must be repaired within 30 days of a refrigerant addition when the leak rate is over 20 percent for commercial refrigeration, 30 percent for industrial process refrigeration, or 10 percent for comfort cooling and other appliances, unless the owner retrofits or retires the appliance40 CFR 82.157 (a), (c), (d)
- Since January 1, 2026, appliances with a full charge of 15 pounds or more of an HFC or of a substitute with a global warming potential above 53 follow the same leak rates (20, 30 and 10 percent) and must have leaks found by a certified technician and repaired within 30 days of a refrigerant addition over the leak rate, with initial and follow-up verification tests; residential and light commercial air conditioning and heat pumps, and appliances with only an ozone-depleting refrigerant, are excluded40 CFR 84.106 (a), (c), (d), (e)
- When someone other than the owner services an appliance covered by the leak repair rules (50 pounds or more of an ozone-depleting refrigerant, or 15 pounds or more of an HFC), they give the owner a record of the appliance's identity and location, the date, the parts serviced and the type of service on each, the name of the person who did it, and the amount and type of refrigerant added (or removed at disposal); the owner adds the full charge and leak rate and keeps these records for at least three years40 CFR 82.157 (b), (l) (2) ยท 40 CFR 84.106 (b), (l) (2), (4)
- The owner or operator calculates the leak rate every time refrigerant is added to a covered appliance, except right after a retrofit, a new installation, or an addition that qualifies as a seasonal variance; the technician adding or removing refrigerant gives the documentation needed for it40 CFR 84.106 (b); 82.157 (b)
- Certified technicians who do leak inspections or verification tests on covered appliances give the owner documentation at the end of the service: for leak inspections, the date, the methods used, the location of each leak found and a certification that all visible and accessible parts were inspected; for verification tests, the dates, the locations of the repaired leaks tested, the type of test and the results40 CFR 84.106 (l) (5), (7); 82.157 (l) (3)
In the United States, EPA's refrigerant management rules under Clean Air Act section 608 (40 CFR part 82, subpart F) and its 2026 HFC leak repair rule (40 CFR part 84, subpart C) set who may open a refrigerant circuit, ban venting, and decide what a service record for larger systems must contain. Here is each rule with a link to the official text.
Certification and venting
Anyone who could open the refrigerant circuit while servicing equipment must hold an EPA Section 608 certification of the right type: Type I for small appliances, Type II for high-pressure systems, Type III for low-pressure systems, or Universal. Refrigerant may never be knowingly vented during service, repair or disposal, apart from a few exempt substances such as carbon dioxide, nitrogen and water.
Leak repair for larger systems
Systems holding 50 pounds or more of an ozone-depleting refrigerant such as R-22, and since January 1, 2026 systems holding 15 pounds or more of an HFC or another high global warming potential substitute, have leak rate limits: 20 percent for commercial refrigeration, 30 percent for industrial process refrigeration and 10 percent for comfort cooling. When refrigerant is added to a system over its limit, the leaks are found and repaired within 30 days, with verification tests. Residential and light commercial air conditioners and heat pumps are outside the HFC leak repair rule.
The owner calculates the leak rate each time refrigerant is added, using the documentation the technician leaves.
What the service record must show
On a covered system, the contractor gives the owner a record with the appliance and its location, the date, the parts serviced and what was done to each, the technician's name, and the type and amount of refrigerant added or removed. Leak inspections and verification tests get their own documentation: dates, methods, where each leak was, and the results. Owners keep these records for at least three years.
Common mistakes
- Writing "topped off" without the refrigerant type and the pounds added.
- Leaving out where the leak was found.
- No technician name or certification on the ticket.
- Adding refrigerant to a large leaking system without telling the owner the leak repair clock has started.
- Losing service records before three years have passed.
Sources
- 40 CFR 82.161 (a) (1), (4), checked October 12, 2026
- 40 CFR 82.154 (a) (1), checked October 12, 2026
- 40 CFR 82.157 (a), (c), (d), checked October 12, 2026
- 40 CFR 84.106 (a), (c), (d), (e), checked October 12, 2026
- 40 CFR 82.157 (b), (l) (2), checked October 12, 2026
- 40 CFR 84.106 (b), (l) (2), (4), checked October 12, 2026
- 40 CFR 84.106 (b); 82.157 (b), checked October 12, 2026
- 40 CFR 84.106 (l) (5), (7); 82.157 (l) (3), checked October 12, 2026
Last reviewed October 12, 2026. Next review due January 12, 2027. This page explains published rules to help you write your report. It is not legal advice; the official text linked above governs. State rules can add to these.
HVAC service report rules by state
The key rule in each state, linked to the official text. Each guide lists every rule with its sources, and each template is set up for that state. Last reviewed October 13, 2026.
| State | Key rule | Official source |
|---|---|---|
| WashingtonTemplate | Leaks on 50 lb or larger systems repaired within 14 days, with a verification test | WAC 173-443-165 (1) to (6) |
Template preview
Questions
What goes in an HVAC service report?
A clear record of each service call: the equipment, what the customer reported, what was checked with the readings taken, what was repaired or replaced, refrigerant handled, safety problems found, and what still needs doing. ReportDraft lays it out in 10 sections: equipment serviced, reason for the call, heating, cooling and heat pump, airflow, controls and electrical, safety checks, work performed, parts, refrigerant record, follow-up.
Do my state's rules change the report?
Pick your state when you start. Where we have checked a local requirement against official sources, it is added to your completeness list with a link to the source.
Can I edit the draft?
Yes. Every finding, rating and sentence is editable before you sign. Your own entries always win over anything drafted from your notes.
What do I get at the end?
A signed, locked PDF for your client and an editable Word file, both with your company details. Signed reports keep a fingerprint so later changes are visible.
Who needs EPA 608 certification?
Anyone who could reasonably be expected to open the refrigerant circuit while maintaining, servicing, repairing or disposing of equipment with a regulated refrigerant. The certification type depends on the equipment: Type I, II, III or Universal.
What must an HVAC service record include under EPA rules?
For systems covered by the leak repair rules, the appliance and location, the date, the parts serviced and the type of service, the technician's name, and the type and amount of refrigerant added or removed. Owners keep it for three years.
Does the HFC leak repair rule apply to home air conditioners?
No. It applies from January 1, 2026 to systems with 15 pounds or more of an HFC or similar refrigerant, but residential and light commercial air conditioning and heat pumps are excluded.
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