Could you prove every visit tomorrow?

Do you know which of your clients' systems are due a leak check this month?GB F-gas: systems from 5 tonnes CO2e need leak checks at least every 12 months, from 50 tonnes every 6 and from 500 tonnes every 3. A leak detection system doubles each interval. Civil penalties for leak-check failures go up to £100,000.

Is every refrigerant addition and recovery recorded against the system?Records must show the quantity and type of F-gas installed, added and recovered, and who did the work.

Could you produce five years of records for any system you look after, within the hour?Operators, and the companies that service their equipment, must keep F-gas records for at least five years. Record-keeping failures carry civil penalties of up to £50,000.

After a leak is repaired, is the follow-up check booked within a month?Repaired equipment must be checked by a certified person within one month of the repair.

Are certifications checked before work is assigned?Leak checks need certified engineers. Installation, servicing and repair also need a certified company.

Are sentinel outlet temperatures checked monthly and recorded at every client site?HSG274 Part 2: monthly checks. Hot water should reach at least 50°C (55°C in healthcare) within one minute, and cold water should be below 20°C within two minutes.

Is the review date of every client's Legionella risk assessment tracked?ACoP L8: review the risk assessment regularly, and whenever there is reason to suspect it is no longer valid.

Are remedial actions tracked until they are closed, with evidence?Records should show the precautions and remedial work identified, and when they were carried out.

Would five years of monitoring records be ready for an inspector?HSE: keep records of monitoring, inspection and checks for at least five years, and risk assessments for two years after they are replaced.

Can clients see their own records without you emailing PDFs?Duty holders need to be able to show that their control scheme is working.

Are your clients' fire alarm systems serviced about every six months, with each visit recorded?BS 5839-1:2025 recommends inspection and servicing about every six months; five to seven months is acceptable.

Are emergency lighting tests planned and logged, monthly and annually?BS 5266-1: a monthly functional test and an annual full-duration test.

For clients with residential buildings over 11 metres, are communal fire doors checked every three months?Fire Safety (England) Regulations 2022: quarterly checks of communal fire doors, and best endeavours to check flat entrance doors every year.

Are defects found on site tracked through to completion?The Regulatory Reform (Fire Safety) Order 2005 requires fire safety measures to be kept in efficient working order and good repair.

Can your clients, as responsible persons, see the evidence whenever they ask?Responsible persons must be able to show that fire safety measures are maintained.

Do you know when each client property's next EICR is due?Rented homes in England, now including social housing, need an inspection at least every five years. Existing social tenancies need their first before 1 November 2026. For commercial premises, five years is the usual guidance.

Are C1 and C2 observations tracked until the remedial work is done?Rented homes: remedial work within 28 days, or sooner if the report says so. Councils can fine landlords up to £40,000.

Do landlord clients get their report in time to give tenants a copy within 28 days?Landlords must give existing tenants a copy of the report within 28 days of the inspection.

Are board photos and test results captured on site, not written up later?Inspection and test records underpin the certificate you issue.

Could you show which engineer tested what, and when?Traceability matters when a report or a remedial is challenged.