How to Keep Your Business Compliant with the F-Gas Phase-Down in 2025

New Rules, New Risks for Commercial Cooling Systems

In 2025, updated F-Gas regulations will reshape the commercial air conditioning industry across the UK. Businesses operating outdated or poorly maintained cooling systems are at risk of rising costs, legal non-compliance, and equipment failures.

With the Government’s commitment to the EU’s F-Gas Regulation (even post-Brexit), refrigerants with high Global Warming Potential (GWP) are being aggressively phased down. This includes R-410A and R-134a, still found in thousands of commercial buildings across Hampshire, Berkshire, Surrey, and Oxfordshire.

At ClimateWorks, we ensure our commercial clients are ahead of these changes—offering system audits, refrigerant upgrades, full installations, and long-term servicing plans to guarantee F-Gas compliance.

What Is the F-Gas Regulation?

The F-Gas Regulation is a legally binding set of rules designed to reduce emissions of fluorinated greenhouse gases used in refrigeration, air conditioning, and heat pump systems.

Key goals include:

• Phasing down high-GWP refrigerants across all sectors
• Promoting leak prevention and improved system maintenance
• Encouraging use of low-GWP alternatives such as R-32 and R-454B
• Establishing stricter requirements for refrigerant handling, reporting, and certification

By 2030, the UK is expected to cut fluorinated gas emissions by two-thirds. The 2025 milestone is a major step toward that.

What Changes in 2025?

From 1 January 2025, the following key changes take effect:

• New split systems under 3kg charge cannot use refrigerants with GWP over 750 (e.g., R-410A)
• Servicing existing systems with HFCs over 2,500 GWP is banned unless recycled or reclaimed gas is used
• Companies must keep accurate service records for all systems above 5 tonnes CO₂ equivalent
• Any new commercial installation must use low-GWP refrigerants where viable

These rules are not optional. Fines and enforcement are increasing—especially for commercial operators.

What Are the Risks for Non-Compliant Businesses?

Failing to comply with F-Gas rules can lead to:

• Fines of up to £200,000 per offence
• Equipment failure due to refrigerant shortages
• Breach of lease or insurance terms
• Higher servicing and part replacement costs
• Reputational damage in sustainability reporting

And most importantly—your system could simply become unserviceable if compliant refrigerant is no longer available.

Real-World Example: Manufacturing Site in Oxfordshire

In early 2024, ClimateWorks was called to a medium-sized manufacturing facility near Didcot. Their cooling system used R-404A (GWP of 3,922), and their previous contractor had not updated refrigerant logs in over two years.

What we discovered:

• System exceeded 20 tonnes CO₂ equivalent
• No leak detection records
• Refrigerant topping-up performed without certification
• Owner unaware of the 2025 rule changes

Our solution:

• Installed a replacement system using R-454B (GWP 466)
• Registered new equipment with the Environment Agency
• Set up a servicing contract with 6-month leak checks
• Brought the business fully back into legal compliance

The upgrade paid for itself in less than 3 years through reduced energy costs and avoided penalties.

How to Stay Compliant with the F-Gas Regulation

ClimateWorks helps businesses navigate F-Gas rules through clear, structured actions.

Our recommended steps:

1. Refrigerant Audit
   • Identify all systems, refrigerants used, and GWP values
   • Check charge quantities in CO₂ equivalent to calculate threshold
2. Service Log Check
   • Verify that leak checks, repairs, and refills are correctly documented
   • Ensure logs are accessible for inspection
3. System Age Assessment
   • Older systems may not be upgradeable or repairable cost-effectively
   • Determine the viability of replacement vs. retrofit
4. Planning for 2025
   • Create a timeline for refrigerant replacement or new installation
   • Use low-GWP refrigerants only
5. Ongoing Maintenance Plan
   • Set leak-check intervals (every 6 or 12 months depending on system size)
   • Use only REFCOM-certified engineers for any refrigerant work

Bullet Point Summary – F-Gas Compliance Checklist for 2025

• Know the GWP of your current refrigerant
• Replace systems using R-410A, R-134a, or R-404A if practical
• Keep detailed records of maintenance and refrigerant usage
• Ensure all work is carried out by certified engineers
• Schedule proactive upgrades—don’t wait for a failure
• Use low-GWP refrigerants such as R-32 or R-454B
• Partner with ClimateWorks to handle all compliance steps

Why ClimateWorks?

We specialise in full lifecycle air conditioning for commercial clients:

• System audits and refrigerant analysis
• Expert replacement or refit advice
• Design and installation of compliant, energy-conscious systems
• Leak detection and service contracts to maintain legal status
• Documentation provided for F-Gas reporting and inspections

Our clients include offices, retail chains, warehouses, schools, and medical sites across the South East.

Start Your Compliance Review Today

2025 is fast approaching. Don’t let your commercial air conditioning system put your business at risk.

👉 Book a site assessment today with ClimateWorks and stay compliant for years to come.

Visit our full website: https://www.climateworks.co.uk

References

[1] GOV.UK. (2023). Fluorinated Greenhouse Gases Regulations. Retrieved from https://www.gov.uk/guidance/fluorinated-gas-regulation-and-rules
[2] European Environment Agency. (2023). F-Gas Phase-Down Schedule. Retrieved from https://www.eea.europa.eu/themes/climate/fluorinated-greenhouse-gases
[3] REFCOM. (2024). F-Gas Compliance for Commercial Properties. Retrieved from https://www.refcom.org.uk

Author Bio

Dr. Julian Carter is a highly experienced thermal systems expert with over 15 years in the field, holding a PhD in thermal systems. His career spans academic research, consulting, and teaching, focusing on air conditioning and refrigeration systems. Dr. Carter bridges the gap between theoretical advancements and practical applications, providing expert insights to organisations like ClimateWorks, where his guidance informs decision-making and industry best practices. Notably, he has worked on international projects with organisations such as Daikin Industries, the International Institute of Refrigeration (IIR), and the United Nations Environment Programme (UNEP). Currently a lecturer at Edinburgh University, Dr. Carter combines his expertise with a passion for educating the next generation of engineers and advancing climate control technologies.

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