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Free Refrigerant Tracking Spreadsheet
A spreadsheet template for the refrigerant records EPA requires on every 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 · works in Excel, Google Sheets, and LibreOffice · fictional example rows are marked and deletable
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 a 30-day repair clock has started.
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 needs it |
| 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. For the full rule-text walkthrough of every required field, see What a Compliant Refrigerant Log Must Contain.
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 a 30-day 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.
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 § 84.106 as published at ecfr.gov in July 2026; the regulation controls, not the template.