British Columbia HVAC service report template

British Columbia rules for this report

These rules are about how and when you report, not the template's fields. Check them before you deliver.

• Only an approved person (trade credentials or an apprentice, plus an environmental awareness course approved by Environment Canada and the ministry) may service air conditioning or refrigeration equipment, supervised trainees excepted; a servicing business keeps a record of each approved employee's name, registration number and course completion date, and owners may not knowingly use anyone elseB.C. Reg. 387/99, ss. 1 (approved person), 7, 8
• Whoever evacuates, charges or recharges air conditioning or refrigeration equipment records on a permanently affixed tag and in a service log the leak test results, the type and amount of refrigerant added or evacuated (or that it is now empty), the date, and the technician's name, registration number and business; the service log covers the last 36 months of charging calls and leaks found, is kept at the service person's place of business and is shown to a director or officer on requestB.C. Reg. 387/99, ss. 3, 10 (2), (3), 12.1 (B.C. Reg. 171/2025)
• Equipment is leak tested before it is charged or recharged, refrigerant is never added to leaking equipment or used just to leak test, and servicing follows Environment Canada's Code of Practice using recovery equipment that meets the regulation's performance standardsB.C. Reg. 387/99, ss. 4 (3), 11, 13, 14
• No one may release an ozone depleting substance or other halocarbon (including HFC refrigerants, under section 3) from air conditioning or refrigeration equipment except as the regulation or the Code of Practice allows; a release over 10 kilograms is reported under the Spill Reporting Regulation, which means an immediate call to the Provincial Emergency Program at 1-800-663-3456B.C. Reg. 387/99, ss. 3, 4 (1), 28 · Spill Reporting Regulation, B.C. Reg. 187/2017, s. 4
• New air conditioning or refrigeration equipment may not be sold or installed unless it carries a permanent, legible label stating the quantity and type of refrigerant it containsB.C. Reg. 387/99, s. 10 (1)
• Breaking the record-keeping and labelling rules (sections 5, 8, 9 and 10) can bring a fine of up to 50,000 dollars; breaking any other section, such as releasing refrigerant or servicing without approval, up to 200,000 dollarsB.C. Reg. 387/99, s. 29

What is in it

• Equipment servicedUnit and location, Make and model, Serial number, Age or year, Refrigerant
• Reason for the callWhat the customer reported, or why the visit was booked, in one or two sentences.
• HeatingBurners, ignition and flame sensor, Heat exchanger (visual), Flue, venting, draft and inducer, Gas pressure, valve and connections, Limit, rollout and pressure switches, Heat strips or auxiliary heat
• Cooling and heat pumpRefrigerant charge (pressures, superheat or subcooling), Compressor, Outdoor coil and fan motor, Indoor coil, Condensate drain, trap, pump and float switch, Capacitors and contactor, Reversing valve and defrost
• Airflow, controls and electricalAir filter, Blower motor and wheel, Airflow, static pressure and temperature split, Ducts, registers and returns, Thermostat and controls, Wiring, disconnect, breakers and amp draw
• Safety checksCarbon monoxide (flue or combustion test, and ambient), Gas leak check, Carbon monoxide alarm present
• Work performedWhat was done on this visit, in order: repairs, parts replaced, cleaning and adjustments, refrigerant work, and the readings taken before and after.
• PartsPart, Quantity, Installed, ordered or recommended
• Refrigerant recordRefrigerant, Added, Recovered, Leak found or repaired
• Follow-upReturn visits, parts on order, quotes to send, and anything the customer agreed to or declined.

Rules last reviewed October 13, 2026. Read the full British Columbia HVAC service report requirements.