Washington HVAC service report template

Washington rules for this report

These rules are about how and when you report, not the template's fields. Check them before you deliver.

• On a system with a full charge of 50 pounds or more of a refrigerant with a global warming potential of 150 or more, a certified technician repairs any detected leak within 14 calendar days of detection (up to 45 days when no technician or parts are available or an industrial shutdown is needed, with written records; up to 120 days for certain industrial process systems). A verification test follows every leak repair, and if the system was evacuated, a follow-up verification test within 14 days of reaching normal operating conditionsWAC 173-443-165 (1) to (6)
• Anyone installing, servicing, repairing or disposing of such a system holds an EPA section 608 certificate, uses EPA-certified recovery or recycling equipment, evacuates as federal rules require, adds only a regulated refrigerant acceptable under EPA's SNAP program for that equipment, and does not add refrigerant to equipment known to be leaking unless needed to keep it running while preparing for or doing the repairWAC 173-443-205
• Year-round systems get full leak inspections with a calibrated leak detector or bubble test, unless a working automatic leak detection system is installed: monthly at 1,500 pounds or more, at least every three months at 200 to 1,499 pounds (from January 1, 2026), and at least yearly at 50 to 199 pounds (from January 1, 2028); also at each verification test, each time 5 pounds or 1 percent of the charge (whichever is greater) is added, and whenever oil residue shows a leak. Seasonal systems are inspected within 30 days of each start-up and every three months while runningWAC 173-443-145
• The leak rate is calculated at every leak inspection and every time refrigerant is added, using the 12-month rolling average; a system above its threshold (16 percent for retail food refrigeration or cold storage, 24 percent for industrial process refrigeration, 8 percent for air conditioning) is reported to Ecology within 30 daysWAC 173-443-155
• The facility keeps, for at least five years and at the facility, records of leak inspections and leak rate calculations, system service and leak repairs, any reason a repair took longer than 14 days, refrigerant purchases, shipments for reclamation or destruction, and how the full charge was determinedWAC 173-443-195
• Washington's refrigerant management program applies to owners and operators of facilities with a refrigeration or air conditioning system holding 50 pounds or more of a refrigerant with a global warming potential of 150 or more, to anyone who installs, repairs, maintains, services or disposes of such equipment, and to refrigerant wholesalers, distributors and reclaimersWAC 173-443-105

What is in it

• 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.

Rules last reviewed October 13, 2026. Read the full Washington HVAC service report requirements.