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Free Refrigerant Tracking Spreadsheet
A spreadsheet template for the refrigerant records EPA requires on every covered appliance holding 15 lbs or more of a regulated refrigerant. The column sets are taken directly from 40 CFR § 84.106(l) — the per-appliance file, the eight-field service log, leak inspection records, and verification test records — with the required citation noted under every column, so you can see exactly which entries are federal requirements and which exist to make the math work.
.xlsx 20 KB · .pdf one page, letter · works in Excel, Google Sheets, and LibreOffice · fictional example rows are marked and deletable
Paper records are legal under § 84.106(l) — but the annualizing leak-rate formula cannot run on paper, so the PDF log sheet carries it as a worked line you compute at each entry.
What's inside — four sheets, one per record type
Appliance File
§ 84.106(l)(1)One row per covered appliance: owner/operator, location, full charge and how it was determined (including the method-4 range and midpoint), full-charge revisions, and installation date. Kept until three years after the appliance is retired.
Service Log
§ 84.106(l)(2)The eight required fields for every installation, service, repair, or disposal — plus a working annualizing leak-rate formula and a threshold flag that tells you when the repair clock has started (30 days, or 120 with an industrial process shutdown).
Leak Inspections
§ 84.106(l)(5)Date, method(s), the location of each leak identified, and the all-visible-and-accessible-parts certification the technician must hand over.
Verification Tests
§ 84.106(l)(7)Initial and follow-up tests with dates, repaired-leak locations, test types, and results.
The Service Log columns, and where each one comes from
Section 84.106(l)(2) names eight pieces of information for every installation, service, repair, or disposal. The template carries them all, plus the two practical columns that turn stored numbers into an actual leak-rate answer.
| Column | Why it's there |
|---|---|
| Appliance ID & location | Required — (l)(2)(i) |
| Date of work | Required — (l)(2)(ii) |
| Part(s) worked on | Required — (l)(2)(iii) |
| Type of work per part | Required — (l)(2)(iv) |
| Person performing the work | Required — (l)(2)(v) |
| Refrigerant added / removed + type | Required — (l)(2)(vi) |
| Full charge | Required — (l)(2)(vii) |
| Leak rate + method used | Required — (l)(2)(viii) |
| Days since last addition | Practical — the annualizing math uses it, capped at 365 (§ 84.102) |
| Category threshold + exceedance flag | Practical — § 84.106(c)(2), (d) |
The leak-rate column computes the annualizing method once you enter the pounds added, the full charge, and the days since the last addition — and flags the entry when it crosses the 10/20/30% category threshold. You supply that threshold, so it is worth being sure which one your appliance answers to: § 84.102 sorts equipment into comfort cooling, commercial refrigeration, or industrial process — a packaged rooftop unit is comfort cooling at 10%, not the 20% a supermarket rack gets. For the full rule-text walkthrough of every required field, see What a Compliant Refrigerant Log Must Contain. When the fleet outgrows a workbook, the buying guide lists what EPA refrigerant tracking software must do before you pay for any of it.
Frequently Asked Questions
Is there a printable PDF version?
Yes — a one-page, letter-size refrigerant log sheet you print per appliance: the § 84.106(l)(1) appliance header block, the § 84.106(l)(2) service table, and a verification-test block, with the CFR citation under every field. Paper records are legal under § 84.106(l); the sheet carries the annualizing leak-rate formula as a worked example so you can run the math the spreadsheet would otherwise run for you.
Do I have to enter an email address to download the template?
No. All three formats — PDF, Excel, and CSV — are direct downloads with no email gate, no signup, and no watermark.
Which format should I use?
The Excel template if you keep records at a computer — it computes the annualizing leak rate and flags threshold exceedances automatically. The PDF log sheet if techs record on paper at the appliance — it is legal under § 84.106(l), but the leak-rate math and the repair clock are on you. The CSV carries the service-log columns into other software.
What a spreadsheet can't do for you
This template is a real, usable log — and it is also honest about its limits. It computes one of the two approved methods, on the row you remember to fill in, with a days-since-last-addition value you have to track yourself. It will not run the rolling average, watch the repair deadline, total additions against the 125% chronic-leaker line across a calendar year, chase the follow-up inspection schedule, or produce an audit package when an inspector asks for one appliance's history.
Ref LeakLog does all of that automatically: the leak rate is computed the moment a tech logs the pounds, the repair action opens itself with the federal deadline attached, and every record exports as an audit-ready PDF. Same fields, no bookkeeping evenings.
And you don't re-type the list to get there: a filled-in Appliance File sheet from this template imports as it is — you check the rows and confirm — or photograph a nameplate and let the reader draft the row for you. Service history is never imported; the log is written one event at a time. How the import works.
Ref LeakLog is an independent product and is not affiliated with, approved by, or endorsed by the U.S. Environmental Protection Agency. The template reflects 40 CFR part 84 as published at ecfr.gov in September 2026; the regulation controls, not the template.