LeakLedgerPart 84 guide
What to Hand Your Customer: Service Records Under §84.106(l)(4)
Part 84 puts the leak repair duties on the appliance's owner or operator. But the records those duties depend on are created by whoever services the equipment. The rule says so directly: when someone other than the owner installs, services, repairs or disposes of a covered appliance, they must give the owner a record of it (40 CFR 84.106(l)(4)).
What the service record must contain
For each installation, service, repair or disposal of an appliance with 15 lb or more, when applicable (§84.106(l)(2)(i)–(vi), via (l)(4)):
- The identity and location of the appliance
- The date of the work
- The part(s) of the appliance worked on
- The type of work performed on each part
- The name of the person who performed it
- The amount and type of refrigerant added — or removed, for a disposal
Separately, anyone adding or removing refrigerant must give the owner documentation meeting these requirements when the work is done (§84.106(b)), and technicians who perform leak inspections must document the date, method, leak locations and a certification that all visible and accessible parts were inspected (§84.106(l)(5)).
What the owner keeps — and computes
The owner's own record for each service adds two items: the full charge and the leak rate and the method used to determine it (§84.106(l)(2)(vii)–(viii)). The owner must calculate the leak rate at every addition (§84.106(b)). In practice, many owners don't have the tools to do that and ask their refrigeration contractor — which is both a responsibility question and a service opportunity.
Who does what
| Duty | Rule assigns it to | Who usually has the data |
|---|---|---|
| Calculate the leak rate at each addition | Owner or operator (§84.106(b)) | Contractor's service records |
| Repair within 30 days, verification tests | Owner or operator (§84.106(d)–(e)) | Contractor performs the work |
| Give the owner a record of each service | Whoever performs the service (§84.106(l)(4)) | Contractor |
| Keep records 3 years | Owner or operator (§84.106(l)) | Both |
| Chronic-leak report by March 1 | Owner or operator (§84.106(j)) | Contractor's additions and repairs |
Making it easy on your customer
- Use one equipment name and the serial number on every ticket.
- Record the refrigerant type and pounds on every visit, including tests and inspections with zero pounds.
- Note test results in words ("initial verification test PASS") — they're the evidence the clock was met.
- Give each customer a periodic report: every appliance, every addition, every leak rate and open item.
That last one is what LeakLedger produces: a branded PDF per customer from the service records you already keep. See a sample report, or read the complete Part 84 guide.
Do this math for every appliance automatically
LeakLedger reads the service records you already keep, calculates every leak rate with the arithmetic shown, tracks each Part 84 deadline, and builds a branded report for each customer. $149/month, 14-day free trial.
This guide summarizes 40 CFR 84.102, 84.106 and 84.108 as published in the eCFR. It is not legal advice; where the rule is unclear we say so. Read the rule: 40 CFR Part 84, Subpart C.