The Heat Pump Performance Service Record is the annual service as an installer does it: how well the system is running, what you measured, and what you changed. It is built from a real installer's servicing sheet, question for question, so if you are moving across from paper or from other software, every question you are used to answering is on it.
Which heat pump record?
There are three, because there are three different jobs:
- Performance Service Record (this one): readings, ratings and settings.
- Maintenance Checklist: yes/no checks on the heat pump and the cylinder. The one a landlord or letting agent wants.
- Commissioning & Handover Record: a new install, set up and handed over.
Where to find it
New certificate, then the HVAC tab. If the HVAC tab is not showing, turn it on in your certificate settings.
On a new account, booking the work as a Heat Pump Performance Service job opens this record straight off the job. If your service job type is set to the Maintenance Checklist and you would rather it opened this one, change the certificate on that job type.
Filling it in
Service details, client and property. Date, engineer, client, property.
Heat pump. Make, model, serial and size in kW. Tap Scan data plate to fill the make, model and serial from a photo. Put in the year it was installed and the record prints its age. We ask for the year rather than the age so that next year's record is not a year out. Then the controller make and model.
Hot water cylinder. Say whether there is one. If there is, its make, model and serial. If it is a heating-only install, say no and the cylinder boxes go away.
Seasonal performance (SCOP). Heating, hot water and overall, as the controller reports them, and an overall rating in your own words, for example "heating good, hot water poor".
Visual checks. Inside: overall condition, the electrics, switches and fuses, and the pipework. Outside: the casing and evaporator, the electrical connections and rotary isolator, and the pipework. Each one Good, Fair or Poor. Then signs of refrigerant leakage, yes or no, and a box for notes on the outside of the unit.
General checks. Fault or alarm logs, fan cleaned, fan protected, damage or rust, filters cleaned, each yes or no, then the filter condition and the hours of operation and starts.
Expansion vessels. Heating and hot water, each rated with its pressure.
System pressure. The pressure as you found it, what you topped it up to, whether there was air in the system, and your notes.
Water test. The anti-freeze method, the glycol level (as a percentage or a freeze point, tap the unit to switch), inhibitor, conductivity, pH, iron and hardness, and whether you recommend a flush.
Hydraulic separation. The type (buffer, low loss header, plate heat exchanger or your own words), what it is there for, whether it is sized correctly, and any hydraulic distortion.
Flow rates. Heating and hot water in litres a minute, the flow and return difference, and notes on each.
Pumps and settings, hot water temperature, weather compensation and compressor. The pump setting, secondary return pump, timer and pipe stat; the hot water temperature as found and as left; the weather curve high, low and curve setting as found and as left; and the compressor run hours and starts.
What you have to fill in to approve it
The service date, the client and property, the heat pump make and model, whether there is a cylinder, all the visual checks and all the general checks, the next service date and your signature.
Every measurement is optional. Real service sheets often leave whole sections blank, and it is better to leave a box empty than to type a number you did not take. Anything you leave blank prints as a dash. If you skip a whole section, such as the water test, you get a note saying the record will go out without it, but it will not stop you approving.
No pass or fail
This record has no overall result. It is a record of readings and settings, and a big green PASS next to "hot water performance poor" would say the wrong thing. Anything rated Poor, and any yes that is a bad answer (refrigerant leakage, damage or rust, air in the system, a flush recommended), is listed under Findings on the PDF.
Next service
Suggested at twelve months, and you can change it. It puts the property on your certificates-due list and into service reminders. Most manufacturers want an annual service to keep the warranty alive.
Your F-Gas numbers and MCS
Your F-Gas numbers print if they are on file. They never stop you approving, because a service does not open the sealed refrigerant circuit.
This is not an MCS certificate, and no software can give you one. MCS issue that themselves once a certified installer registers the installation. This is your own record of the service.