Ontario HVAC service report template

Ontario rules for this report

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

• 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) · Environmental Protection Act, R.S.O. 1990, c. E.19, s. 14 (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 Ontario HVAC service report requirements.