Refrigerants such as R32 and R410A are fluorinated greenhouse gases, or F gases. In Great Britain they’re controlled by retained Regulation (EU) 517/2014. Northern Ireland follows the EU’s newer rules, so this guide is about Great Britain.
Most of the duties sit with the operator: usually the business that has day-to-day control of the equipment. Here’s what that means in practice, with links to the GOV.UK guidance so you can check each point.
Tonnes of CO2 equivalent
The rules are based on tonnes of CO2 equivalent (tCO2e), not kilograms of refrigerant. To work it out, multiply the refrigerant charge in kg by the gas’s global warming potential (GWP) and divide by 1,000. The charge is on the outdoor unit’s label.
From the annexes to the Regulation, R32 has a GWP of 675 and R410A 2,088. So:
- 3 kg of R32 × 675 ÷ 1,000 = about 2.0 tCO2e;
- 3 kg of R410A × 2,088 ÷ 1,000 = about 6.3 tCO2e.
The same amount of gas can fall either side of a threshold depending on the refrigerant. Our R32 vs R410A guide explains the difference between the two.
Leak check frequency
GOV.UK’s guidance on checking F gas equipment for leaks sets these minimum intervals:
| Charge (tCO2e) | Leak check at least every |
|---|---|
| 5 to less than 50 | 12 months |
| 50 to less than 500 | 6 months |
| 500 or more | Automatic leak detection required |
Fitting a leak detection system lets you double the interval. Where automatic leak detection is fitted, the detection system itself must be checked every year for most equipment. Hermetically sealed systems have no maximum period between checks unless they hold 10 tCO2e or more. If a leak is found, it must be repaired as soon as possible and checked again within a month.
Who is responsible
GOV.UK says responsibility is shared between the equipment users and the service technicians who install, maintain or dispose of it. The user, or operator, is responsible for getting the equipment checked. If you rent equipment out, the rental agreement can make you responsible instead of the end user. In a multi-tenant building, agree in writing who the operator is for each system.
Want it done properly? AirCon Doctor installs, repairs and services air conditioning and heat pumps across London and the South East, from our base in East Grinstead. We’re an F-Gas certified company and NICEIC approved. Get a fixed-price quote.
Records you must keep
For equipment holding 5 tCO2e or more, GOV.UK’s record keeping guidance says operators and service companies must record:
- the quantity and type of gas at installation;
- gas added during maintenance, such as after a leak repair;
- the dates and results of mandatory leak checks;
- how gas was recovered and disposed of;
- for operators, the name, address and certificate number of each company that installed, serviced or decommissioned the equipment.
Records must be kept for 5 years. A simple log per system, kept up to date at every visit, is the easiest way to stay on top of it.
Use certified contractors
Companies, including sole traders, that install, repair, maintain or decommission stationary air conditioning operated by others must be certified by an approved body. Their engineers need their own F gas qualifications. Ask any contractor for their company certificate number before they touch the refrigerant circuit, and note it in your records.
AirCon Doctor is an F-Gas certified company. We record every refrigerant visit and can keep the logs for you as part of a maintenance contract.
Bans that affect new equipment
GOV.UK lists bans on F gas in new equipment. Two matter most for air conditioning. Movable (portable) air conditioning with HFCs above GWP 150 is already banned. From 2025, new single split systems holding less than 3 kg of refrigerant can’t use F gases with a GWP above 750, with exceptions including larger split systems and air-to-water single splits. That’s one reason R32 (GWP 675) is now the usual choice for small splits.
The 2027 phase-down step
The Regulation caps how much HFC can be placed on the GB market each year, as a percentage of a baseline. Under Annex V the figure is 31% for 2024 to 2026 and drops to 24% for 2027 to 2029. Defra consulted on going further, but said on 15 May 2026 that it will not legislate in 2026 to change the steps from 1 January 2027, so the existing step applies.
Less supply tends to make high-GWP refrigerants such as R410A scarcer and dearer for top-ups. Repairing an existing R410A system remains legal. If you run older equipment, it’s worth planning ahead; see our guides to the 2027 phase-down and repair or replace.
Quick answers
How often does business air conditioning need a leak check?
At least every 12 months for 5 to less than 50 tCO2e and every 6 months for 50 to less than 500 tCO2e. Leak detection lets you double the interval.
How long must F-Gas records be kept?
GOV.UK says 5 years, for equipment containing 5 tCO2e or more.
Does my small office split need leak checks?
Only if it holds 5 tCO2e or more. Check the charge on the outdoor unit label and multiply by the gas’s GWP, then divide by 1,000.
Can I still repair an R410A system?
Yes. Repairs on existing R410A systems remain legal, though the gas is likely to get scarcer and dearer as the phase-down tightens.
Related services
- Commercial air conditioning
- Air conditioning maintenance contracts
- Air conditioning servicing
- Air conditioning regas
More advice
- The 2027 F-Gas Phase-Down in Great Britain: What It Means for You
- R32 vs R410A Refrigerant: What You Need to Know
- R410A and R22 Air Conditioning: Repair or Replace?
- Commercial Air Conditioning: What Businesses Need to Know
- Air Conditioning Maintenance Contract: What It Includes and Is It Worth It?
- All advice
This guide is general information, checked against the sources linked on 30 October 2026. It isn’t legal, tax or financial advice. Rules, grants and product ranges change, so check the current position before you rely on it.