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Chiller maintenance checklist
For maintenance technicians and people accepting chiller handback. Record equipment and work, system information and service checks. Try the form below, see every question or download a blank PDF or Word copy.
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Does a service record replace F gas duties?
GOV.UK describes leak-check and record-keeping duties for relevant F gas equipment. Requirements depend on the equipment and refrigerant. Identify the applicable regime and keep the required refrigerant records separately or by a clearly linked reference.
Last updated . Facts checked by the SiteSurvey team on 6 October 2026 against GOV.UK checking F gas equipment for leaks, GOV.UK recording F gas in equipment and HSE maintenance of work equipment.
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Every question in the chiller maintenance template
A chiller maintenance record with equipment details, water circuit and refrigerant observations, operating readings, service work and handback limits. 6 sections and 46 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.
Make it your own: every question is editable
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
- Site or premises address: the site address, from the space or the project
- Client or organisation: the project's customer
- Manufacturer, model and serial number: the product's model
Record details and scope
- ProjectShort answer
Filled in from the project in SiteSurvey.
Fills in from the project name - Site or premises addressShort answerFills in from the site address, from the space or the project
- Client or organisationShort answerFills in from the project's customer
- Record date*Date
- Person completing the record*Short answer
- CheckFor competent chiller technicians using the manufacturer procedure. This record does not calculate statutory leak-check intervals, authorise refrigerant handling or replace pressure-system examinations.
- CheckGOV.UK describes leak-check and record-keeping duties for relevant F gas equipment. Requirements depend on the equipment and refrigerant. Identify the applicable regime and keep the required refrigerant records separately or by a clearly linked reference.
Equipment and work
- Chiller asset ID and location*Short answer
- Manufacturer, model and serial number*Short answerFills in from the product's model
- Scan the data plateScan a label: serial number, model number, asset number
Optional. Scan the label or data plate to capture the serial and other numbers.
- Maintenance procedure and revision*Short answer
- Technician and competence reference*Short answer
- Planned work and exclusions*Notes
- Safe isolation or permit reference*Short answer
System information
- Refrigerant type and charge from equipment recordsShort answer
- F gas register and leak-check referenceShort answer
- Water circuit, treatment and set-point referencesShort answer
- Operating hours and reported alarmsShort answer
Service checks
- Heat exchangers and air paths checked to procedure*Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- Action, limitation or reason not applicable*NotesShown only when the answers above make it relevant
- Water flow, strainers and visible leaks checked*Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- Action, limitation or reason not applicable*NotesShown only when the answers above make it relevant
- Compressor condition and oil observations recorded where applicable*Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- Action, limitation or reason not applicable*NotesShown only when the answers above make it relevant
- Controls, alarms and safety devices checked to procedure*Choose one
- Acceptable
- Action needed
- Not checked
- Not applicable
- Action, limitation or reason not applicable*NotesShown only when the answers above make it relevant
- Measured valueRepeat for each measured value. Each one asks:
- Measurement point and parameter*Short answer
- Actual value and unit*Short answer
- Acceptance range and source*Short answer
- Instrument ID and calibration referenceShort answer
- Assessment*Choose one
- Within criterion
- Outside criterion
- Unable to assess
- Response to exception*NotesShown only when the answers above make it relevant
Work and handback
- Work performed and parts usedNotes
- Post-work tests and evidenceNotes
Record the authorised test, operating conditions and result against the specified criterion. Do not turn one reading into a general performance guarantee.
- Equipment handback*Choose one
- Available within recorded limits
- Restricted use
- Out of service
- Restrictions, isolation and person informed*NotesShown only when the answers above make it relevant
- Condition and work evidence photosPhotos
Actions and review
- Are further actions required?*Choose one
- Yes
- No
- Further actionRepeat for each further action. Each one asks:Shown when “Are further actions required?” is “Yes”
- Action and evidence reference*Notes
- Person responsible*Short answer
- Target dateDate
- Action status*Choose one
- Open
- In progress
- Completed
- Completion evidence*NotesShown when “Action status” is “Completed”
- Outstanding limitations and information to pass onNotes
- Record status*Choose one
- Ready for review
- Further work needed
- Work or use stopped
- Reviewed byShort answer
- Review dateDate
- Author signature*Signature
- CheckSigning records the information entered. It does not itself certify legal compliance, remove a limitation or authorise unsafe work.
Scope and responsibility
For competent chiller technicians using the manufacturer procedure. This record does not calculate statutory leak-check intervals, authorise refrigerant handling or replace pressure-system examinations.
What a useful entry looks like
Post-work tests and evidence
Record the authorised test, operating conditions and result against the specified criterion. Do not turn one reading into a general performance guarantee.
Functional check recorded under procedure CH-12. Operating conditions and readings are attached; seasonal performance was outside this visit's scope.
Fictional example of record wording. Use the actual evidence and approved arrangements for your job; this is not a completed report or an instruction to carry out the work.
See it filled in
A completed chiller maintenance 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.
Chiller Maintenance FAQs
How should I record “Post-work tests and evidence”?
Record the authorised test, operating conditions and result against the specified criterion. Do not turn one reading into a general performance guarantee.
Which readings can I record?
Add water temperatures, pressures, electrical readings or other parameters specified by the manufacturer. Each needs a unit, acceptance source and instrument reference where applicable.
Are refrigerant limits supplied?
No. Enter the correct equipment data and applicable requirements; the form does not assume one refrigerant or jurisdiction.
What distinguishes this from a general HVAC visit?
It adds chiller identification, water-circuit details, refrigerant record references and repeatable operating measurements.
What are the limits of this template?
For competent chiller technicians using the manufacturer procedure. This record does not calculate statutory leak-check intervals, authorise refrigerant handling or replace pressure-system examinations.
Can I complete this form on site and share the record?
In the SiteSurvey app the form works offline, with photos and signatures recorded against the questions. Share the completed record as a PDF or a link. Dates and action owners are recorded fields; this form does not send reminders or update other systems.
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