F-Gas Compliance

A property may contain a landlord's cooling system alongside equipment installed by occupiers. Those boundaries matter when deciding who arranges access, instructs work and keeps the record. Identify them before booking a single inspection against the whole address.

The scope includes establishing equipment details, reviewing refrigerant records, defining applicable leak checks and coordinating the required specialist attendance. Repairs, refrigerant recovery and work associated with equipment replacement have their own clear instructions and completion evidence.

The handover identifies the equipment assessed, work undertaken, findings and next actions. Relevant refrigerant quantities and service details belong against the correct system. A general invoice saying that air conditioning was serviced does not explain all of those points.

The rules for equipment in Great Britain consider the refrigerant, its charge and carbon-dioxide equivalent, with provisions for particular equipment and automatic detection. GOV.UK's leak-check guidance explains those distinctions. A unit's cooling output alone does not establish its leak-check schedule.

Identify the equipment operator and the person controlling maintenance decisions, particularly where equipment is rented. Work on the refrigerant circuit requires the appropriate qualifications and, for relevant contractor activities, company certification. The scope identifies that delivery responsibility rather than treating any property maintenance visit as refrigerant work.

Send the address, equipment make and model, photographs of safely accessible labels and any previous service or leak-check reports. Explain whether you own the equipment, manage it for someone else or occupy the property. We use the available information to identify the starting assessment and missing records.

Arrange access to both indoor and outdoor equipment, including keys or landlord consent where necessary. Tell us about customer opening hours, stock relying on refrigeration and rooms that cannot lose cooling. Do not remove equipment covers to obtain information for an enquiry.

We establish which system the instruction covers and the operator's requirement, then arrange the appropriate technical work and access. The specialist's findings determine whether the next step is a scheduled check, further investigation or a specific repair.

You receive a record that links the work to the property and equipment. Repairs and any required return check are tracked separately so restoring cooling does not leave the follow-up forgotten. When replacing equipment, include recovery of refrigerant and removal of the old unit in the finished scope.

The number of systems, available records, equipment location and access to pipework affect the initial price. A unit reached from a safe service area differs from one requiring access equipment or entry through another occupier's space. Leak investigation can reveal a different repair requirement from the symptom first reported.

Agree who approves additional work and receives the findings. Include any shutdown, repeat visit and making good in the discussion before authorising repair. For occupied properties, coordinate access and operating restrictions with the users who will experience them, not only the person paying the invoice.

Managing agents need records and instructions assigned to the right owner and equipment. Hospitality premises need refrigeration and cooling work planned around service and stored products. Retail premises need access and equipment responsibilities clear.

These examples sit within the full sector range. Our service and project offering covers the sectors we serve; the required work follows the property, equipment and operating arrangements.

We cover Northumberland, Tyne and Wear, County Durham and Tees Valley, including Berwick-upon-Tweed, Alnwick, Morpeth, Hexham, Newcastle upon Tyne, Gateshead, Sunderland, Durham, Darlington, Hartlepool, Middlesbrough, Stockton-on-Tees and Redcar and Cleveland. View all locations.

Provide the complete address, parking or delivery restrictions and the person arranging entry. For several properties, identify which equipment and owner belong to each instruction.

Yes. Establish who operates and controls the equipment and what the relevant agreement covers. A shared address does not mean every system belongs to the same maintenance instruction.

No. Identify its refrigerant and charge before deciding which requirements apply. Appearance or cooling capacity is not a substitute for the equipment information.

Adding refrigerant does not by itself explain or resolve its loss. Investigate the cause, define the repair and retain the required follow-up record rather than repeatedly treating the symptom.

Keep system identification, service and leak-check findings, refrigerant quantities where relevant, repair details and the next action. GOV.UK sets five-year retention for records within its specified equipment and charge scope; retain them with the property equipment history.

Read What Is F-Gas Compliance? and What Is an HVAC Maintenance Contract?. Browse the Knowledge Centre for practical preparation advice.

Explore HVAC and Refrigeration, Air Conditioning, Commercial Refrigeration, Asset Maintenance and Planned Replacement Programmes. See all services, maintenance, projects, sectors and locations.

Contact Black & White Property Services with the address, equipment details, available reports and the issue you need resolved. Include owner and access contacts so the work and record handover can be agreed.