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Air conditioning commissioning checklist
An installation and commissioning record for an air conditioning or air to air heat pump system. Record the engineer's and company's F-gas certificates, the system type and each unit, with label scans. Enter the refrigerant, GWP and charge and the form works out the total charge and tonnes of CO2 equivalent, then shows the leak check frequency that applies. Record the strength test, vacuum, leak test, air temperatures, drains, controls and labelling, and get the customer's signature. Every question is listed below, and you can fill the live form in on this page.
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What is recorded when air conditioning is commissioned?
Air conditioning commissioning records the engineer's F-gas certificate, the units installed, the refrigerant type and charge, a nitrogen strength test, the vacuum achieved, a leak test, the supply and return air temperatures, drain and control checks, and labelling. In Great Britain, equipment with 5 tonnes CO2 equivalent or more of F gas needs regular leak checks, and records of the gas installed and added and of leak checks must be kept for 5 years.
Last updated . Facts checked by the SiteSurvey team on 17 October 2026 against GOV.UK: checking F gas equipment for leaks, GOV.UK: record F gas in equipment you own or service, article 4 of retained Regulation (EU) No 517/2014 (F gas leak checks) and GOV.UK: company certification to work with F gas.
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Every question in the air conditioning commissioning template
An air conditioning installation and commissioning record: F-gas certification, units with label scan, refrigerant type and charge, CO2 equivalent and leak check frequency, strength test, vacuum, leak test, temperatures, drains and controls, and handover. 4 sections and 67 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.
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This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.
Details you only enter once
Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.
- Project: the project name
- Client: the project's customer
- Site: the site, when the form is opened for a space or a product
- Site address: the site address, from the space or the project
System
- ProjectShort answerFills in from the project name
- ClientShort answerFills in from the project's customer
- Site*Short answerFills in from the site, when the form is opened for a space or a product
- Site addressShort answerFills in from the site address, from the space or the project
- Date commissioned*Date
- TimeTime
- Engineer and F-gas certificate number*Short answer
- Company F-gas certificate numberShort answer
- SystemChoose one
- Split
- Multi-split
- VRF or VRV
- Packaged unit
- Air to air heat pump
- Outdoor unit make and modelShort answer
- Scan the outdoor unit labelScan a label: serial number, model number
Optional. Scan the label or tag to capture its numbers.
- Where is the outdoor unit?Short answer
Mark it standing beside the unit. It helps the service engineer find it on a roof or behind a building. Tap Mark current location at the unit. It saves the coordinates, a grid reference and the accuracy.
- Smallest clearance around the outdoor unit (m)Number
Measure from a photo taken square on, using the width of the unit (on its label or data sheet) as the reference. It is an estimate; close to the minimum, use a tape.
- Minimum clearance in the installation manual (m)Number
- Clearance against the manualWorked out by the formShown when “Smallest clearance around the outdoor unit (m)” is answered and “Minimum clearance in the installation manual (m)” is answered
- Lowest expected air temperature difference in cooling (°C)Number
From the maker's commissioning data. Each indoor unit below is compared with it.
- Indoor units by roomRepeat for each entry. Each one asks:
- Room*Short answer
- Indoor units in this roomRepeat for each indoor unit. Each one asks:
- Make and modelShort answer
- Scan the labelScan a label: serial number
Optional. Scan the label or tag to capture its numbers.
- Return air (°C)Number
- Supply air (°C)Number
- Difference (°C)Worked out by the formShown when “Return air (°C)” is answered and “Supply air (°C)” is answered
- Against the expected differenceWorked out by the formShown when “Return air (°C)” is answered and “Supply air (°C)” is answered and “Lowest expected air temperature difference in cooling (°C)” is answered
- This room: indoor unitsWorked out by the form
- This room: below the expected differenceWorked out by the form
- Indoor unitsWorked out by the form
- Below the expected differenceWorked out by the form
Refrigerant
- Refrigerant*Choose one
- R32
- R410A
- R290
- R454B
- Other
- Global warming potential (GWP)Number
From the refrigerant data sheet or Annex I of the F gas Regulation, for example R32 is 675.
- Factory charge (kg)Number
- Additional charge (kg)Number
- Liquid line length installed (m)Number
For one liquid line size. With mixed sizes, use the maker's charge calculation and compare it with the charge added.
- Length covered by the factory charge (m)Number
- Additional charge per metre from the manual (g/m)Number
- Additional charge by the manual (kg)Worked out by the formShown when “Liquid line length installed (m)” is answered and “Length covered by the factory charge (m)” is answered and “Additional charge per metre from the manual (g/m)” is answered
- Charge added minus the manual figure (kg)Worked out by the formShown when “Additional charge (kg)” is answered and “Liquid line length installed (m)” is answered and “Length covered by the factory charge (m)” is answered and “Additional charge per metre from the manual (g/m)” is answered
- Total charge (kg)Worked out by the formShown when “Factory charge (kg)” is answered and “Additional charge (kg)” is answered
- Tonnes CO2 equivalentWorked out by the formShown when “Factory charge (kg)” is answered and “Additional charge (kg)” is answered and “Global warming potential (GWP)” is answered
- GuidanceGreat Britain F gas rules (retained Regulation (EU) No 517/2014, article 4): leak checks depend on the charge in tonnes of CO2 equivalent, which is the charge in kg times the GWP, divided by 1,000.
- GuidanceUnder 5 tonnes CO2 equivalent: the F gas rules do not require leak checks.Shown only when the answers above make it relevant
- Check5 to under 50 tonnes CO2 equivalent: leak check at least every 12 months, or every 24 months with a leak detection system. Equipment labelled as hermetically sealed and under 10 tonnes is exempt. Keep F gas records for 5 years.Shown only when the answers above make it relevant
- Check50 to under 500 tonnes CO2 equivalent: leak check at least every 6 months, or every 12 months with a leak detection system. Keep F gas records for 5 years.Shown only when the answers above make it relevant
- Warning500 tonnes CO2 equivalent or more: a leak detection system must be fitted, and leak checks are needed at least every 6 months with it (every 3 months without). Keep F gas records for 5 years.Shown only when the answers above make it relevant
- CheckThe operator must keep F gas records under article 6 of the retained Regulation (EU) No 517/2014 (refrigerant type and quantity, quantities added and recovered, installer details, leak check dates and results). This commissioning record supports those records. It is not an F gas certificate and it is not the building regulations notification.
- Next leak check dueDate
Set from the tonnes CO2 equivalent band above: every 12 months for 5 to under 50 tonnes, every 6 months for 50 to under 500, every 3 months for 500 or more. The interval doubles where a working leak detection system is fitted. Leave blank under 5 tonnes.
- Days to next leak checkWorked out by the formShown when “Date commissioned” is answered and “Next leak check due” is answered
- CheckThe next due date is before the date of this record. Check the date entered.Shown only when the answers above make it relevant
Tests
- Nitrogen strength test (bar)Number
- Test pressure required by the manual (bar)Number
- Held for (minutes)Number
- Pressure held?Yes or No
- Strength testWorked out by the formShown when “Nitrogen strength test (bar)” is answered and “Test pressure required by the manual (bar)” is answered and “Pressure held?” is answered
- Vacuum achieved (microns)Number
- Target vacuum from the manual or your procedure (microns)Number
- VacuumWorked out by the formShown when “Vacuum achieved (microns)” is answered and “Target vacuum from the manual or your procedure (microns)” is answered
- Leak test passed?Yes or No
- Return air temperature (°C)Number
- Supply air temperature (°C)Number
- Air temperature difference (°C)Worked out by the formShown when “Return air temperature (°C)” is answered and “Supply air temperature (°C)” is answered
- Results needing attentionWorked out by the form
- CheckA result is outside the manual or the target. Record what was done about it before handover, or why the system is left as it is, in the photos and notes.Shown only when the answers above make it relevant
- Condensate drains tested?Yes or No
- Controls set up and shown to the customer?Yes or No
- Unit labelled with refrigerant type and charge?Yes or No
- Photos of the units, pipework and labelsPhotos
- Defects and actionsRepeat for each action. Each one asks:
- Action needed*Notes
- PriorityChoose one
- Urgent
- High
- Medium
- Low
- OwnerShort answer
- Due dateDate
- StatusChoose one
- Open
- In progress
- Completed
- PhotosPhotos
Handover
- Customer nameShort answer
- Customer signatureSignature
- Completed by*Short answer
- SignatureSignature
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A completed air conditioning commissioning report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.
Air conditioning commissioning FAQs
How often are leak checks needed?
Under article 4 of the GB F gas Regulation: 5 to under 50 tonnes CO2 equivalent, at least every 12 months; 50 to under 500 tonnes, every 6 months; 500 tonnes or more, every 3 months. A leak detection system doubles each interval, and is required at 500 tonnes or more. The form shows the right note from the charge you enter.
How is CO2 equivalent worked out?
GOV.UK: multiply the mass of gas in tonnes (kg divided by 1,000) by its global warming potential (GWP). For example, 3 kg of R32 (GWP 675) is about 2 tonnes CO2 equivalent.
What records must be kept?
For equipment of 5 tonnes CO2 equivalent or more, keep records for 5 years of the type and amount of gas installed and added, the dates and results of mandatory leak checks, and the companies that installed and serviced it.
Who can install and commission it?
Technicians working on equipment containing F gas need their own F gas qualifications, and companies that install or service these systems for other people must be certified by an approved body. The form records both certificate numbers.
Are small systems exempt from leak checks?
Equipment under 5 tonnes CO2 equivalent has no leak check duty, and equipment labelled as hermetically sealed is exempt below 10 tonnes. For R32 (GWP 675), 5 tonnes is about 7.4 kg of refrigerant.
Who uses this?
Air conditioning and refrigeration installers, HVAC contractors and facilities teams.
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