5 Servicing, Verification, and Documentation

Prepare and assess the work

Servicing is complete only when the repair is sound, refrigerant is properly contained, the appliance operates as intended, and the work is documented. Refrigerant-circuit work must be performed by an appropriately certified technician using equipment and procedures approved for the refrigerant and appliance. Follow manufacturer instructions and applicable federal, state, and local requirements.

Before starting, identify the appliance, refrigerant, full charge, operating condition, and reported symptoms. Review equipment documentation and assess electrical, pressure, temperature, and refrigerant hazards. Follow required lockout/tagout and personal-protective-equipment procedures.

Plan refrigerant handling and repairs

Determine whether the appliance or a section can be isolated. Select suitable, refrigerant-compatible hoses, gauges, recovery equipment, and cylinders. Never intentionally vent refrigerant: recover it into an approved cylinder, identify it, and keep refrigerants separate.

Before opening a high- or very-high-pressure appliance for a non-major repair that will not be followed by evacuation, EPA rules require the equipment to be at $0$ psig. This is not the same as applying a vacuum. When work requires opening and evacuating the circuit, recover the refrigerant and meet the applicable evacuation requirements. Minimum evacuation levels vary by appliance category, charge, and equipment manufacture date, so use current requirements and the appliance manufacturer’s instructions. For leak repairs, isolate non-leaking sections where practical.

Pressure-test and locate leaks

When a pressure test is specified, use dry nitrogen with an appropriate regulator and pressure-limiting controls. Never use oxygen or compressed air. Do not exceed the manufacturer’s test pressure or the rating of any component.

Locate leaks with an appropriate method, such as an electronic detector or approved bubble solution. A pressure-decay check can show that pressure changed, but it does not locate a leak and should not replace a leak-location method.

Evacuate and recharge

After opening the circuit, evacuate it as directed by the manufacturer and applicable requirements. Isolate the vacuum pump and check that the system holds vacuum as appropriate. Charge with the specified refrigerant and amount, using a scale and the manufacturer’s charging procedure. Pressure alone does not establish that the charge is correct.

Restore and assess operation

Reinstall guards and panels, safely remove tools and temporary connections, and return the appliance to service according to its operating sequence. Check for abnormal noise, vibration, temperatures, pressures, and control operation. Confirm performance using the manufacturer’s criteria, such as specified superheat or subcooling where applicable. Recheck repaired joints under operating conditions when appropriate.

Verify repairs and apply leak rules

A leak inspection locates leaks. An initial verification test checks whether a repair succeeded, generally before refrigerant is added back. A follow-up verification test checks the repair after the appliance has returned to normal operating conditions. These are distinct checks: a startup or charge check by itself does not establish that every repaired leak has been corrected.

Federal leak-repair requirements depend on the refrigerant, charge, appliance category, and date. Section 608 leak-repair rules apply to appliances containing at least 50 pounds of ozone-depleting refrigerant when the applicable leak-rate threshold is exceeded. Beginning January 1, 2026, separate EPA requirements apply to certain appliances with at least 15 pounds of refrigerant containing an HFC or specified substitute; exclusions and separate thresholds apply. Owners or operators have regulatory responsibilities, so technicians should provide the service and test information needed for compliance. Check current EPA rules for the specific appliance rather than assuming one threshold or deadline applies to all systems.

Document service and test results

Prepare a clear service report or work order. Include:

• The appliance location or identifier, date, technician, and relevant certification details.

• Refrigerant type; quantity recovered, added, or otherwise transferred; and cylinder identification where applicable.

• The reported problem, findings, and the location and method used to identify each leak.

• Repairs performed, parts replaced, and any sections isolated.

• Pressure-test and evacuation results, test methods, and conditions.

• Initial and follow-up verification results when required or performed, including any remaining leak or limitation.

• Operating checks, final system status, and recommendations or a required return visit.

• Customer or owner/operator notification and any required supporting records.

For certain appliances containing 50 pounds or more of ozone-depleting refrigerant, EPA rules require service and leak-test documentation. Technicians conducting leak inspections must provide specified inspection details to the customer. Other recordkeeping requirements vary by refrigerant and appliance. Keep records legible, factual, and consistent with the measurements actually taken.

• Refrigerant recovery

• 0 psig