Newfoundland and Labrador HVAC service report template

Newfoundland and Labrador 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 (someone who passed an environmental awareness course accepted by the minister, holds a certificate and wallet card with a registration number, and is recorded in the minister's database) may service air conditioning or refrigeration equipment that contains a regulated substance, which includes CFCs, HCFCs and HFCs; owners may not use anyone else, and servicing businesses must make sure every service employee is approvedNLR 41/05, ss. 2, 9, 14 (1), (6), (7), Schedule C
• A leak test comes before any refrigerant is added, and refrigerant may not be added to leaking equipment (except where there is no reasonable alternative and an immediate danger to health at a health care facility, or to crops, animals or food; then the owner has it leak tested and fixed immediately and reports to the department within 24 hours). Refrigerant may not be added just to leak testNLR 41/05, ss. 15 (3), 16
• The person doing a leak test tells the owner the results. If refrigerant is leaking, the equipment is repaired immediately and effectively, or the refrigerant is recovered immediately and a notice attached saying the equipment is not in working order and that recharging it before repair is an offence; if neither is possible, the department is told within one working dayNLR 41/05, s. 15 (5), (6)
• After a leak test, a notice goes on the equipment with the date, the technician's name and registration number, and the result, and the owner gets a copy to keep for 3 years. Whoever adds refrigerant also fixes a permanent label showing the type and amount added, the date, the technician's name and registration number, and the businessNLR 41/05, ss. 17, 23 (2)
• Owners have an approved person leak test every refrigerant-containing component once a year, except equipment with a compressor under 3 horsepower, vehicle air conditioners and domestic heat pumps; equipment idle more than 8 months has its refrigerant recovered and is leak tested before start-upNLR 41/05, ss. 15 (1), (2), 22
• Service technicians keep records for at least 3 years of all refrigerant received and used, where it was used and how much, and have recovery equipment at the job site. No regulated substance may be released into the environment, and a release of more than 10 kilograms is reported to the department within one working day. Breaking the regulations is an offence under the Environmental Protection Act, with fines for a first conviction of 500 to 10,000 dollars (or up to 3 months) for an individual and 1,000 to 1,000,000 dollars for a corporationNLR 41/05, ss. 4, 6, 14 (3), 23 (3), 28 · Environmental Protection Act, SNL2002 c. E-14.2, ss. 114 (1) (h), 115 (1)

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 Newfoundland and Labrador HVAC service report requirements.