RefrigerantLog

40 CFR Part 84 Subpart C

Audit-ready refrigerant records, built to the Subpart C rule.

Techs log the service once. The shop keeps the leak rate, the repair case, and the file an inspector can read.

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The recordkeeping problem

  • Hours spent assembling a year of service records before someone asks for them.
  • Leak rates calculated in a spreadsheet that does not match the rule's method.
  • No single file to hand over when an inspector is standing in the mechanical room.
  • Repair deadlines that pass because they lived in a calendar reminder.
  • A chronic leaker that never gets a year-end count.

For penalties assessed on or after January 8, 2025, 40 CFR 19.4 Table 1 sets the Clean Air Act maximum at $124,426 per day for each violation under 42 U.S.C. 7413(b) (90 FR 1375). That figure is a maximum. This tool does not calculate a fine.

What this version does

Audit and unit-history PDF

One button for a 12 to 36 month narrative, and an audit pack for the date range you choose.

Color-coded shop status

Each covered appliance is green, yellow, or red from its leak rate and open repair case.

Chronic leaker check

A calendar-year loss of at least 125 percent of the full charge is flagged on appliances of 15 lb or more.

Repair and verification alerts

In-app notices, and email when it is configured, for threshold, repair, verification, and inspection dates.

PDF and CSV worksheets

Chronic-leaker and extension requests export field by field for the shop's own file.

Three-year record file

Revisions are kept with the record. Appliance files stay until three years after retirement.

Offline logging in the van

Assigned appliances and cylinders stay on the phone. Entries sync when the signal returns.

Subpart C records

Covered means the shop can keep that record here. Coming soon means this version does not.

  • Appliance identity, location, and full charge

    Covered

    40 CFR 84.106(l)

    Stored on the appliance, with a revision each time the charge changes.

  • Service record for each charge, recovery, and addition

    Covered

    40 CFR 84.106(l)(2)

    Date, part, service type, person, pounds, refrigerant, and full charge when it applies.

  • Leak rate and the method used

    Covered

    40 CFR 84.102 and 84.106(b)

    Annualizing and rolling average are both calculated. The method is stored with the rate.

  • Repair deadline and verification tests

    Covered

    40 CFR 84.106(d) and (e)

    30 days, or 120 days for an industrial-process shutdown. The case stays open until both tests pass.

  • Follow-up leak inspection

    Covered

    40 CFR 84.106(g)

    The next due date is stored after a successful follow-up test.

  • Chronic-leaker annual record

    Covered

    40 CFR 84.106(m)

    A field-by-field worksheet for the shop file. It is not an upload file for EPA's system.

  • Repair-extension request

    Covered

    40 CFR 84.106(f)

    A field-by-field worksheet from the open leak case.

  • How long records are kept

    Covered

    40 CFR 84.106(l)

    Appliance records stay until three years after retirement. Other records stay three years. The date is calculated. Nothing is deleted on a schedule.

  • Automatic leak detection system record

    Covered

    40 CFR 84.108

    Install date, last calibration, and alerts are recorded. A continuous sensor log is not in this version.

  • Purge and destruction record

    Covered

    40 CFR 84.106

    A service line can be marked purged or destroyed, and a PDF or image of the destruction record can be kept with it.

  • Upload file for EPA's HAWK system

    Coming soon

    40 CFR 84.106(m)

    The workbook cell layout is not filled in here.

  • California refrigerant management program

    Coming soon

    State rule

    Not in this version.

Leak rate

Annualizing uses the current addition over the days since the previous addition. Rolling average sums additions inside 365 days, or since the last successful follow-up if that is later. Thresholds are 10 percent, 20 percent, and 30 percent by appliance category. Both results are shown on the unit history.

10%

Comfort cooling, refrigerated transport, and other appliances

20%

Commercial refrigeration

30%

Industrial process refrigeration

The cites this page uses

Section citations were checked against the eCFR text dated October 20, 2026. The penalty amount was taken from the January 8, 2025 rule that amends 40 CFR 19.4 Table 1 (90 FR 1375). No later EPA inflation adjustment was found in the Federal Register through October 22, 2026. This page describes what the product records. It does not decide whether a particular appliance is in compliance.

Which appliances

Part 84 Subpart C recordkeeping and leak repair apply to appliances with a full charge of 15 pounds or more that contain a regulated substance or a substitute with a GWP above 53, other than appliances that contain only ozone-depleting substances and other than residential and light commercial air conditioning and heat pumps. That applicability begins January 1, 2026 (40 CFR 84.106(a)). Ozone-depleting appliances of 50 pounds or more follow 40 CFR 82.157.

Both leak-rate methods

The facility uses either the annualizing method or the rolling-average method defined in 40 CFR 84.102. The first calculation after January 1, 2026 uses the substitutions in 40 CFR 84.106(b). Regulatory thresholds are 20 percent for commercial refrigeration, 30 percent for industrial process refrigeration, and 10 percent for comfort cooling, refrigerated transport, and other appliances (40 CFR 84.106(c)(2) and 40 CFR 82.157(c)(2)). A shop alert can only be stricter than those numbers.

Repair, verification, and inspection

When the rate exceeds the regulatory threshold, the repair is due in 30 days, or 120 days when an industrial process appliance is mothballed for a shutdown (40 CFR 84.106(d) and 40 CFR 82.157(d)). The case stays open until both an initial verification test and a follow-up verification test pass (40 CFR 84.106(e)). After that follow-up, commercial refrigeration and industrial process refrigeration appliances of 500 pounds or more are due for inspection quarterly; other covered appliances are due annually (40 CFR 84.106(g)).

Chronic leakers and cylinders

A calendar-year loss of at least 125 percent of the full charge is a chronic leaker (40 CFR 84.106(j); 40 CFR 82.157(j) uses the same percent at 50 pounds). Commercial refrigeration and industrial process refrigeration appliances of 1,500 pounds or more that are subject to Part 84 need an automatic leak detection system (40 CFR 84.108). Starting January 1, 2029, supermarket systems, refrigerated transport, and automatic commercial ice makers are flagged when virgin refrigerant is added (40 CFR 84.112(e)). Starting January 1, 2028, an empty disposable cylinder is flagged for heel removal (40 CFR 84.116(a)). Evacuation practice is governed by 40 CFR 82.156. Safe disposal of appliances is 40 CFR 82.155. Technician cards follow 40 CFR 82.161.