F-gas leakage – repair, after-inspection and refrigerant register | Word/PDF/Excel

Has your chiller or heat pump had a confirmed refrigerant leak – and do you need to show that the repair, the correct authorization, and any subsequent check have actually been carried out? This specialist package helps Swedish property owners, business operators, and refrigeration companies document the incident in accordance with EU F-gas Regulation 2024/573. You get five Swedish work templates, a Swedish and an English user guide, and Excel for equipment, gas flows, inspection results, and evidence.

Important distinction: Article 4.5 requires a subsequent check after leak repair for equipment covered by leak checking under Article 5.1. For such stationary equipment, the check shall take place at the earliest after 24 hours of actual operating time and no later than one month after the repair, with special rules for certain mobile equipment. The requirement does not automatically apply to every heat pump or every suspected leak.

Quick facts: Swedish law/EU law · five Swedish work documents + Swedish user guide + English User Guide · 7 editable Word files (DOCX), 7 searchable and printable A4 PDFs without interactive form fields, 1 Excel workbook (XLSX) with nine tabs · 15 files. Intended digital ZIP delivery after separate publication and file linking.

When is the template right – and when is something else needed?

Right choice: (1) A property manager has a leak confirmed in a chiller and needs to track the certified repairer, gas quantities, and subsequent check. (2) A company with multiple air conditioning systems needs to keep records per unit in accordance with Article 7, without confusing internal documentation status with approval.

Not the right choice: for regular filter service without a leak, for repairing F-gas circuits yourself, for import/export quotas, or for automatically determining legal leak checking requirements. For ongoing operation, there is a separate Heat Pump Service Log. The product does not replace an official form or a certified original report.

Exact file list

The DOCX files are editable. The PDF files are searchable and printable, but not digitally fillable. Excel is used with Microsoft Excel; no macros or external data connections are included. The English User Guide is an instruction for the Swedish templates, not an English legal document.

The Excel tool in practice

The nine tabs are named Read Me, Overview, Equipment, Leak Cases, Repairs, Subsequent Checks, Refrigerant Flow, Documentation, and Sources. Record data per unit, responsible person, repair, and actual subsequent check. The Overview calculates registered units, open cases, completed repairs, and manually verified subsequent checks.

With 2 kg and a manually source-verified GWP factor of 3,922, the tool calculates 7.844 tonnes of CO₂e through 2 × 3,922 / 1,000. For negative or incomplete input, no false figure is displayed. The value is a calculation, not an automatic decision on limit values, gas annex, exceptions, or subsequent check obligation. Excel does not calculate a general legal subsequent check deadline, because actual operating time and equipment category require manual assessment.

Step by step: from suspicion to documented closure

1. Identify the equipment: Enter operator, model, gas type, fill quantity, annex, and the source of the GWP data.
2. Assess Article 5.1: Check individual thresholds and exceptions for, for example, hermetically sealed equipment. Note the assessor and supporting documentation.
3. Document the leak: Keep suspicion and actually confirmed leak separate. Take necessary safety measures with the correct competence.
4. Hire a qualified contractor: Check relevant personal and company certificates, save the original service report, and document the actual repair.
5. Follow up at the correct interval: For affected equipment, the subsequent check shall take place after at least 24 operating hours but within one month from the repair; assess mobile exceptions separately.
6. Review the result: A booked check is not a completed check. Do not close before the actual status and evidence have been verified.
7. Archive: Update the Article 7 register for the covered units and check applicable retention and any Swedish reporting.

Legal prerequisites and limitations

Leakage and repair – Article 4.5: Confirmed leakage of F-gases shall be repaired without undue delay. For equipment subject to leak checking under Article 5.1, a special follow-up of the leak repair is required. The certified person's check shall normally be carried out at the earliest after 24 hours of operation and no later than one month after the repair, with the possibility of immediate check for certain mobile equipment. EU 2024/573, Article 4.5.

Scope – Article 5.1: For example, 5 tonnes of CO₂e applies to Annex I or 1 kg to Annex II Section 1 when other conditions are met. Special exceptions exist for marked hermetically sealed equipment and certain residential installations. Equipment is counted as individual units at these limits. Swedish Environmental Protection Agency guidance on leak checking.

Registration – Article 7: For units where leak checking is required under Article 5.1, data on gas, quantities, additives, recovery, contractors, checks, and repairs shall be documented. The register and corresponding contractor copies shall normally be kept for at least five years, unless the exception for the competent authority database applies. Swedish supplementary reporting and sanction rules must be checked separately. Swedish Environmental Protection Agency transitional guidance.

Frequently asked questions

Does the subsequent check within one month apply to all heat pumps?

No. Article 4.5 links the subsequent check requirement to equipment covered by Article 5.1 and to an actually carried out leak repair. Equipment type, gas quantity, gas annex, marking, and any exceptions must first be assessed.

Are 24 hours counted from the day the leak was found?

No. The requirement refers to at least 24 hours of operating time after the repair for affected equipment, not 24 calendar hours from an initial suspicion.

Can a property owner repair an F-gas system themselves with the template?

No. Where certification is required, a correctly certified person and, where applicable, a certified company must be hired. The Word template is not a repair instruction.

Does Excel calculate if my unit is legally approved?

No. Excel can compile gas quantities and registered administrative statuses but does not determine applicability, exceptions, certification requirements, or actual legal compliance.

Do I need to save the original reports?

Yes, when register requirements apply, relevant data must be traceable. A self-filled Word or Excel register does not replace original service evidence and inspection results. Check Article 7.2 for retention and any official database.

Are the templates in English?

The five work documents, Swedish guide, and Excel are in Swedish. An English User Guide for use is included, but no English main documents.

Sources, version, and transparency

Primary source: Regulation (EU) 2024/573, Articles 4, 5, 7, and 10, as well as annexes. Official guidance: Swedish Environmental Protection Agency on leak checking and transition for Swedish F-gas rules. Source review and file version: November 8, 2026, version 1.0. The documents have AI-assisted legal source checking and technical file tests, but no documented independent legal or refrigeration technician review. No official approval is promised.