Compliance docs
for air conditioning
installers.
Submit one simple job form and we generate your full compliance pack: commissioning reports, F-Gas records, equipment schedules and handover certificates. Built on UK F-Gas legislation, REFCOM guidance and manufacturer standards.
Compliance without the paperwork.
How It Works
One job form in. Every compliance document out. No templates to edit, no paperwork to complete yourself, we generate the full suite from your single submission.
Create Your Project
Log in and complete one simple Job Information Form, customer details, equipment, refrigerant, pressure tests and photos. It takes 2–3 minutes and that's the only form you'll fill in.
- Customer & installer details
- System specifications
- Upload nameplate photos
We Prepare Your Documentation
From your single submission, we generate every document in the suite, installation reports, commissioning certificates, F-Gas logbooks, handover packs and more. Each one checked for accuracy and branded as AirCon Docs.
- Accuracy checked
- No templates to edit
- No paperwork to complete yourself
Receive Your Compliance Pack
Your complete document suite is returned electronically, ready to save, print or hand to your customer. Everything is stored securely against your project for future retrieval.
- Save, print or hand over
- Stored securely for retrieval
- Professional format
Built on Legislation, Not Templates
Every document in the AirCon Docs suite is engineered from three sources, so every field exists for a reason and every document aligns with UK compliance requirements.
Government Legislation
What's legally required
The legal record-keeping obligations that define what must be documented for every installation.
- Fluorinated Greenhouse Gases Regulations 2015
- Environment Agency guidance
- DEFRA guidance
- GOV.UK F-Gas guidance
REFCOM
What installers do in practice
The recognised UK industry standard for F-Gas compliance, the documents installers already know and use.
- F-Gas Logbook
- Leak Test Record Sheet
- Refrigerant Movement Guidance
- Scheme Handbook
Manufacturer Commissioning
What engineers record on site
The technical data engineers capture during commissioning, pressure readings, superheat, subcooling and electrical tests.
- Daikin
- Mitsubishi Electric
- Fujitsu
- Panasonic
- Toshiba
We don't copy existing paperwork.
Instead of replicating manufacturer-specific forms, we create the best version of every document, branded as AirCon Docs, designed to work for every manufacturer, and aligned with UK F-Gas legislation from the ground up.
Two Packs. Every Installation Covered.
Whether you're installing a domestic split system or a commercial multi-unit setup, we generate the complete handover pack from one simple job form. Choose the pack that matches your installation type.
Domestic Installation Pack
For residential split and multi-split systems
- Commissioning ReportEssential
- F-Gas Installation RecordEssential
- Equipment ScheduleRecommended
- Customer Handover CertificateRecommended
- Cover Page, Maintenance Advice & Warranty InfoSupporting
Commercial Installation Pack
For commercial and multi-unit installations
- Everything in the Domestic PackIncluded
- F-Gas Equipment LogbookEssential
- Refrigerant RegisterEssential
- Refrigerant Movement RecordEssential
- Equipment Asset RegisterEssential
- Additional commissioning recordsRecommended
Why each document matters.
Every document in our domestic and commercial installation handover packs isn't just best practice - it's a legal requirement. Here's why each record exists and what the regulations say.
Commissioning Report
Domestic & CommercialUnder the Building Regulations (Part L in England, with equivalent provisions in Wales, Scotland and Northern Ireland), fixed building services including air conditioning systems should be commissioned to demonstrate they operate efficiently. The commissioning report verifies that nameplate details match installed equipment, the system has been tested, adjusted and balanced (TAB) to perform as designed, and that the installation complies with design and manufacturer specifications.
Non-compliance with Part L can lead to local authority enforcement and issues with building control sign-off for the property.
F-Gas Installation Record
Domestic & CommercialIt is a legal requirement under the UK F-Gas Regulations to record details of any stationary refrigeration or air conditioning system installed. The record must include the equipment's refrigerant charge, the installer's F-Gas certification details, and the installation date. This documentation must be retained for the lifetime of the equipment.
Failure to maintain these records can result in enforcement action by the Environment Agency and fines of up to £5,000 per offence.
Equipment Schedule
Domestic & CommercialA detailed equipment schedule lists every indoor and outdoor unit installed, including manufacturer, model numbers, serial numbers and refrigerant type. This supports your duty of care by ensuring the customer has a clear record of exactly what was installed, making future maintenance, warranty claims and replacements straightforward.
Without an equipment schedule, customers struggle to identify their own system for warranty claims, maintenance and parts ordering, leading to disputes and chargebacks.
Customer Handover Certificate
Domestic & CommercialWhile not a single statutory document, providing a formal handover certificate is considered best practice and supports your duty of care under the Consumer Rights Act 2015. It confirms the customer has received all compliance documentation, warranties and manufacturer information, and understands how to operate and maintain their system.
Failing to provide a handover certificate can lead to customer disputes, chargebacks and reputational damage.
F-Gas Equipment Logbook
Commercial onlyCommercial installations with larger refrigerant charges must maintain a logbook of all F-Gas equipment on site. This includes the equipment's location, refrigerant type, charge quantity and leak-check history. The logbook must be kept up to date and made available for inspection by the regulator.
The Environment Agency can request this logbook during audits. Failure to produce it constitutes a breach of the F-Gas Regulations.
Refrigerant Register & Movement Record
Commercial onlyCommercial operators must maintain a refrigerant register tracking all refrigerant added, recovered and moved between systems. This record establishes the system's charge size, which determines the required leak-checking frequency - every 12 months for 5–50 tCO₂eq, every 6 months for 50–500 tCO₂eq, and every 3 months for 500 tCO₂eq or more. Automatic leak detection doubles these intervals and is mandatory at 500 tCO₂eq or above.
Without an accurate refrigerant register, the required leak-checking schedule cannot be demonstrated, leaving both installer and customer non-compliant.
These guides are provided for general information only and do not constitute legal advice. Regulations may change, always refer to the latest guidance from the Environment Agency and your local building control authority. For specific compliance questions, contact our team.
Why Use Us?
Installing air conditioning systems is your expertise. Preparing compliance documentation is ours.
Our document suite is built on three foundations: the Fluorinated Greenhouse Gases Regulations 2015, REFCOM scheme guidance, and manufacturer commissioning standards. Every field exists for a reason, not copied from templates, but designed to be the best version of every document.
Built Around Installers
One simple job form. A few photographs. We generate every document in the suite: installation reports, commissioning certificates, F-Gas logbooks, handover packs and more. No templates to edit, no paperwork to complete yourself.
Save hours of administration every week
Consistent, professional documentation
Improved record keeping
Faster customer handovers
Reduced paperwork burden
More time on site completing installations
Easy access to completed project records
A professional image for your business
One project. One pack.
No subscriptions. No commitments. No minimum volume. Just pay for each compliance pack when you need one.
Your first project is FREE
Try AirCon Docs risk-free. Your first compliance pack is on us — domestic or commercial.
Per domestic installation pack
Per commercial installation pack
Questions, answered.
Everything you need to know about how AirCon Docs works.
Still have questions?
Get in touch →Ready to install?
We'll handle the compliance.
Submit your project information in minutes. We'll prepare your complete compliance pack and return it ready for handover.
Takes 2–3 minutes · Create your portal in 60 seconds