Refrigerant Log Book Template for Cylinders and Gas Use
A free refrigerant log book in two parts: a register of your cylinders, with the gas, weight, where each is kept and who has it, and a log of every movement of gas against the cylinder, the job and the system it went into or came out of.
Its columns are named the way Deployr's Refrigerant Register names them.
Free for Excel, and as a PDF to print. No sign-up, no email address.
What's on It
Your cylinders, and every kilogram bought, added to a system, recovered, transferred or lost to a leak.
| Date | Movement Type | Quantity (kg) | To Cylinder | Technician | Job | Asset | Leak Location | Leak Repaired | Notes |
|---|---|---|---|---|---|---|---|---|---|
Cylinders Sheet
14- Cylinder NumberText
- Refrigerant TypeText
- Cylinder Size (kg)A number
- Starting Weight (kg)A number
- Current Weight (kg)A number
- SupplierText
- Purchase DateA date, such as 28/09/2026
- Test DateA date, such as 28/09/2026
- Location TypeOne from the list
- Warehouse
- Vehicle / Van
- Customer Site
- LocationText
- Assigned TechnicianText
- OwnerOne from the list
- Company Owned
- Customer Owned
- CustomerText
- Recovery CylinderYes or No
- Yes
- No
Movements Sheet
13- DateA date, such as 28/09/2026
- CylinderOne from the Cylinders sheet
- Movement TypeOne from the list
- Purchase
- Added to System
- Recovered
- Reclaimed
- Disposed
- Transfer
- Leak
- Quantity (kg)A number
- To CylinderOne from the Cylinders sheet
- TechnicianText
- JobText
- AssetText
- Customer-Owned RefrigerantYes or No
- Yes
- No
- Leak LocationText
- Leak RepairedYes or No
- Yes
- No
- Repair DetailsText
- NotesText, as long as you need
How to Use It
Register Each Cylinder
On the Cylinders sheet, give each cylinder a row: its number, refrigerant, size and starting weight, supplier, and where it's kept and who has it. Mark recovery cylinders, and cylinders a customer owns.
Log Every Movement
On the Movements sheet, add a row each time gas moves: bought, added to a system, recovered, reclaimed, disposed of, transferred to another cylinder, or lost to a leak. Pick the cylinder and the movement type from a list.
Tie It to the Job
Note the job and the asset the gas went into or came out of, so each system's gas can be added up later.
Record Leaks
For a leak, record where it was, whether it's been repaired and how.
Keep the Weight Current
Update the cylinder's current weight on the Cylinders sheet as gas goes in and out. The PDF is one cylinder's log sheet, to keep with the cylinder or in the van.
Before You Start
Worth Knowing
- It keeps records. What your refrigerant handling licence and the regulator ask you to record is for you to check.
- It doesn't add up weights for you. Current Weight (kg) is whatever you enter.
- It doesn't check anyone's licence.
The Files
Updated 28 Sep 2026- Excel (.xlsx)
3 sheets: Cylinders, Movements, How to Use.
- PDF
A4 landscape, 1 page, to print and fill in by hand.
Doing This in Deployr
Deployr's Refrigerant Register keeps every cylinder with its gas, weight, location and who has it, and every movement of refrigerant against the cylinder, the job and the system it went into or came out of.
Charge or Recover
On the job's Materials tab, Refrigerant picks the cylinder, whether gas was added or recovered, how many kilograms and which asset. It's logged on the register against the job and the asset, the cylinder's weight moves, and the gas goes on the job as a material, priced per kilogram from your price book when the gas is in it.
Usage for Any Period
Usage Reports total what was purchased, added to systems, recovered, reclaimed, disposed of and leaked between two dates, by refrigerant type and by technician.
ARCtick Licences on Every Technician
Each technician's refrigerant handling licence is kept with its class, number and expiry, and a photo of the card kept private. One expiring within 60 days is flagged, and the Safety page counts whose licences are in date.
More Free Templates
- Test and Tag RegisterEvery appliance you test, with its tag number, where it's used, the latest result and the next test due.See the Template
- Switchboard and RCD Test RecordEach board you test, with a row per circuit for its RCD, trip time and current, insulation and earth readings.See the Template
- TMV Service RecordEvery thermostatic mixing valve you service, with its set and outlet temperatures, result and next service due.See the Template
- Job SheetOne job on one page: customer, site and contact, the work requested and done, parts used, time on site and sign-off.See the Template
- Maintenance Visit ChecklistOne maintenance visit: the assets serviced, your checks, the readings taken, defects found and the next visit.See the Template
Try It on Your Own Jobs
14 days free with no card, on the Commercial plan. If the trial ends without a subscription, the account goes read-only. Nothing is deleted.