What the F-Gas 2027 quota cut is

The GB F-Gas Regulation caps the total volume of hydrofluorocarbon (HFC) refrigerant that can be placed on the market each year, and that cap steps down on a fixed schedule. You must get quota to produce or import bulk HFCs into Great Britain, so each step reduces how much new HFC gas producers and importers can bring to market.

Defra reviewed that schedule in 2026 and decided not to change it, so the step already due for 2027 goes ahead as planned. That step cuts the quota from 31% to 24% of baseline levels on 1 January 2027, a 22.6% drop in refrigerant availability. Great Britain is phasing HFCs down by 79% by 2030 from average use between 2009 and 2012.

The phase-down doesn't ban existing equipment. Virgin and reclaimed R410A, for example, can still legally be used for servicing and maintenance. It's a squeeze on how much new HFC gas enters the market, and for any business servicing refrigeration or air-conditioning systems, that squeeze shows up as price, availability, and the rising cost of keeping older plant running.

How the quota cut affects refrigerant costs and supply

Not all refrigerants are affected equally, and that's down to one number: GWP, or Global Warming Potential, which measures how much heat a gas traps compared to CO2. Quota is calculated in equivalent tonnes of CO2, not kilograms, so a high-GWP gas uses up far more of the shrinking allocation per kilo than a low-GWP one does. That's why high-GWP refrigerants are the most exposed as the cap tightens.

You're already seeing it. In May 2026, Beijer Ref UK, the UK's largest refrigeration and air conditioning wholesaler, put up prices on R410A and R407C by 60%, with R134a and R32 up 35% and 30%. Beijer Ref said the F-gas regulations are starting to take real effect, and Cooling Post reported that next year's further 23% quota reduction will add pressure on pricing and availability.

It hits your business two ways:

• Cost: high-GWP refrigerants carry the biggest increases so far, and every top-up on a legacy system costs more. Those increases are arriving well before the January 2027 deadline, not after it.
• Availability: Beijer Ref also pointed to supply constraints, and finding enough gas can become as much of a problem as finding a good price for it.

If your fixed-price maintenance agreements don't account for these increases, that cost lands straight on your margin. If your planned preventative maintenance (PPM) contracts were priced without factoring in rising refrigerant costs, the gap will show up at renewal, or worse, mid-term. Getting reliable data on your contract estate is the first practical step to closing it.

Which systems are most exposed

Exposure comes down to three things: the GWP of the refrigerant, the total charge size, and the leak history of the asset.

GWP multiplies the charge. GOV.UK's leak-check table shows the 5 tonne CO2e threshold is reached at 1.3kg of R-404A, 2.4kg of R-410A and 3.5kg of R-134a. That's why a modest-looking charge can still fall into mandatory leak checking, and why the threshold is higher, at 10 tonnes CO2e, for equipment labelled as hermetically sealed.

Here is how the most commonly used refrigerants compare:

GWP figures are from the GOV.UK list of F gases. Quota exposure follows GWP: the higher the figure, the more of the allocation each kilo uses.

R-404A already carries a separate, stricter restriction: since 2020, virgin gas with a GWP above 2,500 can't be used to refill refrigeration systems holding 40 tonnes CO2e or more, though reclaimed or recycled gas is still permitted until 2030. Note that the EU has since extended a similar ban to air conditioning and heat pumps, but England, Scotland and Wales still work to the earlier regulation, so don't assume that applies here yet. Systems that need repeated top-ups buy gas at the new price each time, so it's worth identifying those assets now rather than scrambling later.

What your F-Gas compliance duties still require

The quota cut changes supply. The existing GB F-Gas regulation still applies, so your legal obligations don't change, whether you operate the equipment or service it for someone else. Conflating the two is where many businesses lose focus.

Leak-check frequency depends on system size:

• 5 to less than 50 tonnes CO2e: at least every 12 months
• 50 to less than 500 tonnes CO2e: at least every six months
• 500 tonnes CO2e or more: an automatic leak detection system is required, with checks at least every six months once it's fitted. Older electrical switchgear and organic Rankine cycles installed before 1 January 2017 are exempt from the detection requirement and are checked every three months.

Below 500 tonnes, fitting an automatic leak detection system is optional, and it doubles the time allowed between checks. A 5 tonne system then needs checking every two years instead of every 12 months.

Hermetically sealed refrigeration and air-conditioning systems have no maximum period between leak checks unless they hold 10 tonnes CO2e or more. The exemption only applies to equipment labelled as hermetically sealed, so check the label before you work out an interval.

If you use the equipment, you're responsible for getting it checked for leaks. Outsourcing the work to a contractor doesn't remove that responsibility, which is why consistent compliance tracking matters across every contract.

You must have your own F-Gas qualifications to work on equipment containing F gas, even if you work for someone else, and a company that services equipment operated by others needs company certification. Lower-GWP refrigerants such as R-32 are classed A2L, meaning lower flammability, and F-Gas Register's technical bulletin says engineers working with flammable refrigerants should have training in their specific handling requirements. That makes it a workforce planning issue, not just a compliance one.

How HVAC contractors should prepare F-Gas records for 2027

To prepare F-Gas compliance records for 2027, HVAC contractors should log every gas movement and leak check against the individual asset at the time of the visit, record the gas type, quantity and CO2e for each system, give the operator the data after every visit, and keep the records for five years. The quota cut doesn't change what you have to record. It makes gas more expensive, so every top-up and recovery is worth logging accurately.

What an F-Gas logbook must contain

If you operate or service stationary refrigeration, air-conditioning or heat pump equipment holding 5 tonnes CO2e or more of F-Gas, you must keep records for it. The same applies to fire protection equipment, refrigeration units on trucks and trailers, and electrical switchgear. In practice, that record is your F-Gas logbook, and the Environment Agency can ask to see it during an inspection.

Each logbook needs:

• The quantity and type of gas in the equipment when it was installed
• The quantity and type of gas added during maintenance, for example in leak repairs
• The dates and results of every mandatory leak check
• What was done to recover and dispose of gas, such as the registered waste carrier you used
• For recycled or reclaimed gas, the quantity recovered and the name, address and certificate number of the recycling or reclamation facility
• If you operate the equipment, the name, address and certificate number of every company that installs, services or decommissions it

Keep each record for five years, and keep it somewhere you can retrieve quickly.

If you're a contractor rather than the operator, the records duty applies to you too, because the guidance covers equipment you operate or service. Responsibility for stopping leaks is shared between the operator and the technicians who install and maintain the equipment, so use qualified engineers, and give the operator the gas, leak-check and recovery data from every visit along with your company's name, address and certificate number. The operator needs those details for their own records.

How to prepare before January 2027

Protecting your business starts with knowing exactly what you're working with.

Audit your asset register and refrigerant data

Start by listing every refrigeration and air-conditioning system you manage, with the refrigerant type and charge size in kilograms recorded for each.

Multiply the charge weight in kilograms by the refrigerant's GWP, then divide by 1,000 to get tonnes CO2e. For example, 10kg of R-410A at a GWP of 2,088 gives 20.88 tonnes CO2e, which means a leak check is required at least every 12 months.

Use the calculator below to check your own systems:

GWP values come from the GOV.UK list of F gases and the leak-check intervals from GOV.UK's leak-check guidance.

Check nameplates against the instruction manual or technical specification, because SEPA advises using both to confirm the refrigerant and charge size. Thorough asset surveys and your most recent service reports give you the accurate baseline you need.

Calculate CO2e for each system and store it in your asset register. With that data in one place across all your sites, you can see which assets need attention first without cross-referencing spreadsheets. Joblogic's Asset Management lets you record refrigerant details against each asset once the REFCOM module is enabled, with CO2e calculated automatically, and a Refrigerant Audit page lists the refrigerant assets for each customer and site.

Standardise how engineers log gas on site

The F-Gas register, often called the F-Gas logbook, is the operational record for each piece of equipment containing five tonnes CO2e or more, and the Environment Agency can ask to see it during an inspection. Getting it right means every engineer logging gas the same way, on every visit.

When engineers log refrigerant quantities, leak-check results, and completion certificates through a mobile app as part of the job workflow, records attach to the correct asset automatically. Joblogic's logbook syncs every service visit, F-Gas transaction and leak check, so the audit trail builds as work is completed, not afterwards.

Joblogic's F-Gas tracking module is developed in partnership with REFCOM, and REFCOM members can claim one free Joblogic user licence for it. Engineers record gas additions, removals, corrections and leak checks in the mobile app, and every asset carries an F-Gas Logbook tab in the back office that can be printed or exported to CSV. F-Gas certificates and, where applicable, waste transfer notes generate from the app and sit on the asset record.

On the Enterprise plan, operators can see the same records for themselves. Customers with Customer Portal access can open the F-Gas Logbook against each asset, and view, print and export their REFCOM audit data, so the operator can check their own records without chasing you. You can see the full feature set on the F-Gas compliance page.

For businesses managing multiple sites and subcontractors, that consistency across every visit helps close the gaps that can appear before an inspection.

Why this is worth getting right

The maximum civil penalty for an F-Gas breach is £200,000, although the cap is lower for some provisions. You're breaking the law if you don't have the right leak checks in place or don't fix leaks, and you could receive a civil penalty. The cost of non-compliance goes well beyond the fine itself.

For importers, there's a second consequence that ties directly back to the quota cut. Import over your allocation, and the Environment Agency takes 200% of the overage off your next quota allocation. Get caught short now, and your already-shrinking future allocation shrinks further.

None of this needs to catch you out. The quota cut, the cost pressure, the compliance duties: all of it is manageable with good data and the right process behind it. If you want to see how Joblogic can help you stay ahead of it, book a demo and a specialist will walk you through the platform.

Frequently asked questions

Did Defra cancel the January 2027 HFC quota reduction?

No. After assessing consultation responses, Defra concluded further work was needed on changes to the HFC phase-down, and confirmed it wouldn't legislate in 2026 to change the phase-down steps from 1 January 2027. The existing schedule continues to apply.

Is it legal to keep running a system containing R-404A after the quota cut?

Yes. You can carry on using the system, but if it needs fixing or servicing, your engineer can't use banned gas to do it. You can't refill a refrigeration system holding 40 tonnes CO2e or more with virgin gas that has a GWP above 2,500, but reclaimed or recycled gas is still allowed until 2030.

How do I calculate the CO2e of my refrigerant charge?

Multiply the charge weight in kilograms by the refrigerant's GWP, then divide by 1,000. Ten kilograms of R-404A at a GWP of 3,922 gives 39.2 tonnes CO2e. That single figure determines your leak check interval and your record-keeping obligations.

What training do engineers need to work on R-32 systems?

R-32 is an HFC, so engineers need their own F-Gas qualification to work on it. It's also classed A2L, meaning lower flammability, and F-Gas Register's technical bulletin says engineers working with flammable refrigerants should have training in their specific handling requirements. Check with your awarding body or certification body for the current requirement before allocating engineers to these systems.

Who is legally responsible for F-Gas records when a contractor carries out the work?

Both. The records duty covers equipment you operate or service, and operators must also record the name, address and certificate number of every company that installs, services or decommissions their equipment. Responsibility for stopping leaks is shared between the users of the equipment and the technicians who install and maintain it, so operators should ask their contractor for the data and certificate details after every visit.

What must an F-Gas logbook contain?

For equipment holding 5 tonnes CO2e or more, your records must show the gas type and quantity at installation, any gas added during maintenance, the dates and results of every mandatory leak check, and what was done to recover and dispose of gas. If you use recycled or reclaimed gas, record the quantity and the facility's name, address and certificate number. Operators also need the name, address and certificate number of each company that installs, services or decommissions the equipment.

How long do you need to keep F-Gas records?

Five years. The Environment Agency may ask to see your records during an inspection, so keep them where you can produce them quickly, ideally against each asset.

Should I retrofit a high-GWP system to a lower-GWP refrigerant, or replace the equipment?

For refrigeration systems affected by the refill ban, GOV.UK lists using reclaimed gas, retrofilling with a lower-GWP gas, or replacing the system as the options. Retrofitting makes sense for systems with several years of reliable service life left. For equipment already generating repeated callouts, replacement is usually the better commercial decision. Retrofitting only delays an inevitable cost while the refrigerant itself gets harder to source.