LOCAL RULES: O. REG. 463/10

Ontario HVAC service report requirements

Your Ontario HVAC service report has 3 rules to meet. ReportDraft puts every one on your checklist and checks your draft before you sign.

  • A certified technician with access to recovery equipment
  • A leak test notice on the unit with the result, certificate number and expiry
  • A service record of refrigerant used, recovered and discharged, kept two years
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Ontario's Ozone Depleting Substances and Other Halocarbons regulation reaches almost every heating and cooling call: it covers air conditioners, heat pumps, refrigeration and freezer units, and it decides who may service them, what a leak test leaves behind on the unit, and what goes in the service record. Here is each rule with a link to e-Laws, and what an Ontario HVAC service report should record.

Last reviewed October 13, 2026 against the official sources listed below.

HVAC service reportONTARIO / SAMPLE

Sample notes, 94 words

Customer: Linda Okafor
412 Birchwood Dr
Date: 10/06/2026, in 1:15pm out 2:40pm
Tech: Marco Diaz
Cert: EPA 608 universal
...
FREE PREVIEW OF THESE NOTES
79%of your draft is ready from these notes

We sorted 14 items into 7 sections and flagged 1 to fix soon.

  • Fix soonHeating

    Furnace flue joint at the draft hood loose, re-secured

  • Worth watchingAirflow, controls and electrical

    Filter very dirty

3 Ontario rules on your checklist, including a certified technician with access to recovery equipment.

Still to add

  • RecommendedNotes for parts
  • RecommendedNotes for refrigerant record

Filled in for you

Customer nameLinda Okafor
Service address412 Birchwood Dr
Service dateOct 6, 2026
TechnicianMarco Diaz
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What Ontario requires

  • No one services or tests refrigeration equipment that contains refrigerant (air conditioners, heat pumps, refrigeration and freezer units, including vehicle air conditioners) unless certified under O. Reg. 463/10 and the technician or employer owns refrigerant recovery equipment or has a written contract giving immediate access to itO. Reg. 463/10, ss. 1 (refrigeration equipment), 22 (1), 34
  • A leak test follows Environment Canada's Code of Practice, the owner is told the results, and a notice is affixed to the equipment with the test date, the technician's name, certificate number and expiry date, the employer, the results and, if there is a leak, a statement that no one may add refrigerant until the leak is repaired; the notice stays until replaced by a new oneO. Reg. 463/10, ss. 22 (4), (5), 23 (3), (6)
  • Whoever services or tests the equipment promptly records the refrigerant purchased or obtained for the job and its supplier, any refrigerant discharged and why, the date, the technician and employer, a description of the work, the amount and type of refrigerant used, and the type and estimated amount recaptured; the employer (or a self-employed technician) keeps the records and copies of leak test notices for two yearsO. Reg. 463/10, s. 23 (1), (2), (7)
  • Refrigerant may be used to refill equipment only by a certified person, only if a leak test notice no more than six months old shows no leaks, and only if there is no apparent damage that could let refrigerant escape. When failing to refill would pose an immediate danger to life or health, or to crops, animals or stored food, it may be refilled anyway, but the owner then reports to the Director and has the equipment leak tested and repaired within seven daysO. Reg. 463/10, ss. 24, 25
  • No one may discharge refrigerant containing a class 2 ozone depleting substance or a halocarbon into the environment or inside a building, a discharge of 100 kilograms or more is reported to the Ministry as soon as reasonably possible, and refrigerant may not be used to fill equipment just to test it. The Environmental Protection Act separately prohibits discharging any contaminant that causes or may cause an adverse effectO. Reg. 463/10, ss. 19, 22 (2) ยท Environmental Protection Act, R.S.O. 1990, c. E.19, s. 14 (1)

Certification, leak tests and the notice on the unit

Only a technician certified under the regulation may service or test equipment that contains refrigerant, and the technician or employer needs recovery equipment on hand or under contract. Leak tests follow Environment Canada's Code of Practice, the owner is told the result, and a notice goes on the equipment with the date, the technician's name, certificate number and expiry, the employer and the result. If there is a leak, the notice says no one may add refrigerant until it is repaired.

Equipment may be refilled only by a certified person, with a leak-free notice no more than six months old and no visible damage that could let refrigerant out, except when not refilling would endanger people, crops, animals or stored food; then the owner reports it and has the leak tested and fixed within seven days.

Service records and discharges

Each service or test is recorded promptly: refrigerant bought or obtained and its supplier, refrigerant used, recovered or discharged and why, the date, the technician and employer, and what was done. Records and copies of leak test notices are kept for two years. Refrigerant may not be released into the environment or inside a building, discharges of 100 kilograms or more are reported to the Ministry, and refrigerant is never used just to test a system.

Common mistakes

  • Topping up a system with no leak test notice from the last six months.
  • A leak test notice missing the certificate number or expiry date.
  • Not telling the owner the leak test result.
  • Service records without the amount of refrigerant recovered.
  • Charging a system with refrigerant just to look for leaks.

Sources

Last reviewed October 13, 2026. Next review due January 13, 2027. This page explains published rules to help you write your report. It is not legal advice; the official text linked above governs.