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Heat Pump Service Log & Maintenance Record – Operation Log, Filter Check and Service | Word/PDF/Excel
Heat Pump Service Log & Maintenance Record – Operation Log, Filter Check and Service | Word/PDF/Excel
- File format
- DOCX, PDF, XLSX
- Document language
- Five Swedish work templates Swedish user guide and English user guide
- Number of files
- 7
Digital download. No physical product is shipped.
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About this template
The Heat Pump Service Log & Maintenance Record is a digital document package for private individuals who want to keep a history of their heat pumps: model details, personal operating observations, filter checks, completed service visits, alarms, actions, and costs. Create a consistent history for one or more systems without mixing up planned work with actual service.
Documentation tool – not a service manual: The templates do not perform safety assessments, provide electrical installation advice, diagnose refrigerant leaks, or replace original service reports or any legally required registers. Technical work may require certified personnel and companies.
01. Package Contents
5 Swedish work templates, 1 Swedish user guide and 1 English User Guide, all in editable Word (DOCX) and searchable PDF. An Excel workbook (XLSX) with nine tabs is also included. Total of 15 files: 7 Word + 7 PDF + 1 Excel.
02. What the Files Contain
System card, operating log, filter and user checks, service visit report and alarm/cost log, plus guides. The Excel register compiles the number of systems, observations, completed and planned checks, open alarms, and actual costs paid.
What Is Included in the Service Log?
| Document | Function | Language and Format |
|---|---|---|
| 01. System Card | Type, manufacturer, model, serial number, installer, and references to original documents | Swedish · Word/PDF |
| 02. Operating Log and Observations | Manually read operating mode, temperature, display message, and deviations | Swedish · Word/PDF |
| 03. Filter and User Checks | Record only user checks that may be performed according to the system's manual | Swedish · Word/PDF |
| 04. Service Visits and Professional Reports | Document reference, company, actual action, and service history | Swedish · Word/PDF |
| 05. Alarms, Actions, and Costs | Displayed alarm codes, contact with professional companies, completed work, and receipts | Swedish · Word/PDF |
| 06. Swedish User Guide | Getting started, Excel, legal safety limits, and sources | Swedish · Word/PDF |
| 07. English User Guide | English instructions for the Swedish templates | English · Word/PDF |
| 08. Excel Register | Nine tabs with user registration and formula-driven key metrics | Swedish · Excel |
Excel with Nine Tabs
Overview, Systems, Operating Log, Filter Checks, Service, Alarms, Action Plan, Costs, and Read Me. Record your own system IDs and up to 200 entries per register tab. You can track the number of completed filter checks, planned checks, completed and planned service visits, open alarms, and completed actions.
The finances are separate: Only entries marked Actually paid are included in the overview's cost total. Quotes and estimates are not actual payments. The customer's Excel version is reset and delivered without dummy test data.
How the Documentation Works
- Create a system profile and give each heat pump its own system ID.
- Record what you actually observed in the Operating Log and note the source of manual readings.
- Check the manufacturer's instructions before performing any simple user check; no universal filter frequency applies.
- Log service as Completed only when the work has actually been performed by the correct party.
- Record alarms exactly as they appear and contact professional companies if necessary instead of performing risky work yourself.
- Save original service reports, receipts, warranties, and any prescribed F-gas records separately.
Regulations on Electrical Installation and Refrigerants
The Swedish Environmental Protection Agency's guidance on private individuals and heat pumps covers the requirements under, among others, EU Regulation 2024/573 on fluorinated greenhouse gases. When the relevant requirements apply, installation, service, interventions, leak checks, and record-keeping may require special certification. For electrical installation work, a properly registered company must be hired.
The application of the regulations depends on the system's technology, refrigerant, and other circumstances. The template does not determine whether your equipment requires leak checks, calculate F-gas limits, or replace any formal registers that need to be kept.
Frequently Asked Questions
Can I use the log for air-to-air heat pumps and geothermal heat pumps?
Yes. The documentation fields are general and can be used for different types. Always follow the equipment's own instructions and regulatory requirements.
Does the package include instructions for servicing the heat pump yourself?
No. The package is about history and permitted observations. Electrical and refrigerant work should be left to the appropriate professional personnel.
Does Excel calculate service intervals or filter changes?
No. The manufacturer's manual and the service company's recommendations determine the current intervals. You record any dates manually.
Can I keep several heat pumps in the same Excel file?
Yes. Each system gets a unique ID so that observations and service entries can be kept separate.
Does Excel calculate COP, SCOP, electricity consumption, or energy savings?
No. The workbook summarizes documented events and payments but does not perform a technical performance assessment.
Are the PDF documents fillable?
The PDF files are searchable and print-friendly but are not interactive forms. Use Word for editing and Excel for ongoing registers.
Is the entire package in English?
No. The work templates and Excel are in Swedish. A separate English user guide is included.
Related Products
Complement with Villa's Maintenance Plan & Home Log for long-term home planning or Ventilation & Indoor Climate for documenting ventilation systems. See also Templates for Private Individuals.
Version 1.0 · October 25, 2026. AI-assisted creation and verification against specified official sources. No documented external technical expert review. Digital delivery is activated only when the correct ZIP is linked to Shopify Digital Products.
