An RTA business keeps quarterly records of the refrigerant it buys, its cylinders, equipment maintenance and its refrigerant handling licence (RHL) holders, and it also implements a refrigerant risk management plan. ARC's templates are optional, but the quarterly records are required. A supplier's invoice is not the purchase record ARC asks for.[1][2]
The record categories
This is how ARC's business reporting guidance describes each category, with the exclusions to watch.
| Record | What it covers | Watch for |
|---|---|---|
| Purchase register | Date, supplier, refrigerant type and quantity | Supplier invoices or activity lists are not the required purchase list |
| Bulk sales | Refrigerant sold in bulk | Gas sold as part of installation, service or repair is excluded |
| Recovered or returned refrigerant | Refrigerant returned to the supplier | This list does not cover individual recovery jobs. That does not mean no on-job records are needed |
| Cylinders | Leak and test dates | Keep dates by cylinder |
| Equipment maintenance | Maintenance of your refrigerant equipment | Record what was done and when |
| RHL holder details | Details of the licence holders who handle refrigerant for you | Update when staff change |
| Nil activity | A record that a category had no activity in the quarter | A blank page is not a nil record |
Sources[1]
Templates are optional, records are not
ARC's exact templates are optional, so you can keep the records in your own system as long as the required quarterly information is there. The risk management plan is a separate requirement: RTA holders must implement an effective plan, and ARC's plan guide says it must be reviewed at least annually.
Quarterly review checklist you can copy
This checklist is our example, not an ARC form. Replace every square bracket.
QUARTERLY REFRIGERANT RECORD REVIEW Quarter: [DD/MM/YYYY to DD/MM/YYYY] Reviewed by: [name] Date: [DD/MM/YYYY] [ ] Purchase register: each purchase has date, supplier, refrigerant type and quantity [ ] Bulk sales list: checked, and gas supplied as part of service, install or repair left out [ ] Returned refrigerant list: refrigerant returned to supplier recorded [ ] Cylinder leak and test dates recorded for [cylinders] [ ] Equipment maintenance recorded for [equipment] [ ] RHL holder details current for [each technician] [ ] Nil activity recorded for any category with no activity [ ] Risk management plan in use. Next annual review: [DD/MM/YYYY] Gaps found: [list] Fixed by [name] on or before [DD/MM/YYYY]
Common questions
- What are the current refrigerant regulations in Australia?
- This guide covers record keeping only: the quarterly records an RTA business keeps and the risk management plan it implements. It does not cover other refrigerant rules. Check ARC's legislation and regulation information for the current position.[1][2]
Official sources
Checked 16 October 2026. Rules can change; use these sources to check the requirements for your job.
Related guides
- Does an HVAC business need an ARC handling licence, trading authorisation, or both?
- What belongs in a refrigerant risk management plan?
Job workflows for HVAC businesses.
Put it to work on the next job
Keep service photos and completed job forms in Leadhand so the office can find the site history when preparing quarterly records.
See Leadhand job records and site forms