# Record a heat pump service Source: https://help.mucka.ai/gas-certs/record-a-heat-pump-service Category: Certificates Last updated: 2026-09-17 > The annual visit on an air source heat pump and its hot water cylinder, on one record. Thirteen checks on the pump, ten on the cylinder, and the readings the paper pads never had room for. The **Heat Pump & Hot Water Cylinder Service Record** is the annual visit written down: what you inspected on the heat pump, what you inspected on the cylinder, what you found and what you did. One document for both, because that is how the job gets done. ## Where to find it **New certificate**, then the **HVAC** tab. An air source heat pump is a refrigerant system, so it sits with the air conditioning paperwork rather than the gas. The pad most engineers buy for this job heads its own business box "details of F-Gas certified business", so the document agrees. If the HVAC tab is not showing, turn it on in your certificate settings. Booking the work as a **Heat Pump Service** job type offers you the record straight off the job. ## Be clear what it is not **This is not an MCS certificate, and no software can give you one.** MCS issue that themselves, from their own database, once a certified installer registers the installation. It is the document a homeowner needs to claim a Boiler Upgrade Scheme grant, and it does not come from us, from your other software, or from anybody but MCS. What this is, is **your own record of the service visit** — the thing you are currently writing on a paper pad, or not writing down at all. There is a box for the MCS certificate number **of the installation**, so the system can be identified, and the PDF labels it as belonging to the install rather than to this record. There is also **no commissioning and handover record yet**. That is a different document for a different day, and it is not built. If you want one, say so and it gets logged. ## Filling it in **Service details and property.** Date, engineer, client, property. Then **is the property rented?** — say yes and the landlord or agent block appears, exactly as it does on a CP12, along with a box for the tenant. Say no and it stays out of the way. **Heat pump.** Make, model and serial. You can photograph the plate instead of typing it: tap **Scan data plate** and it fills the make, model and serial for you. Then the MCS number if there is one, when it was installed, and when it was last serviced. Make and model have to be there before you can approve; the serial does not, because plenty of outdoor units have had five winters at the plate and it is not always readable. **Heat pump checks.** Thirteen, each Pass, Fail or N/A, with a note and a photo on anything that failed. Damage and obstructions, leaves and debris, air filters, the evaporator and condenser coils, the refrigerant pipe insulation, electrical connections, the condensate drain, the fan and motor, refrigerant levels against F-Gas, controller fault codes, the defrost cycle, whether you measured the flow and return difference, and whether the heating loop pressure is where the manufacturer wants it. All thirteen have to be answered. **Readings.** This is the bit the paper pads do not have. They ask whether you measured the flow and return difference and then leave you nowhere to write it. Put the **flow temperature** and the **return temperature** in and Mucka works the difference out for you, and there is a box for the **system pressure**. None of them blocks you from approving, and Mucka does not mark any of them right or wrong — it records what you measured, and the judgement stays yours. **Is there a hot water cylinder?** Answer it before you can approve. Say **no** and the whole cylinder half of the record disappears — from the form and from the PDF. Plenty of installs are heating-only and you should not have to leave ten boxes empty on a document that then looks like ten checks you skipped. Say **yes** and you get the cylinder make, model, serial and capacity (the data plate scan works on a cylinder badge too), and **ten checks**: leaks, rust and corrosion, the pressure relief valve, the temperature and pressure settings, the expansion vessel charge, scale on the heat exchanger coil, the insulation jacket, the anode rod, the thermostat, error codes on the display, and whether it is delivering hot water at the right temperature and flow. **Findings.** Three boxes, the same three as the paper sheet: defects identified, work carried out, and work required. **Declaration.** Your overall result, the next service date, and the signatures. ## A note on the wording A couple of the questions read the other way round on the printed pads: "are there any signs of physical damage?", where a tick means something is wrong. Everything here is worded so that a **Pass** is always the good answer, on every line, on both grids. That is deliberate — a grid where one row means the opposite of the rest is a grid somebody will eventually read wrong on a document that matters. ## Next service Suggested at **twelve months**, and you can change it. It puts the property on your certificates-due list and into service reminders, so the work comes back round to you. Worth telling the customer: most manufacturers want an annual service to keep the warranty alive, so the date is not just our housekeeping. ## Your F-Gas numbers If your F-Gas certificate number and company certification number are on file, they print. If they are not, you will see a note saying the record will go out without them, and it **will not stop you approving**. That is on purpose. F-Gas certification is required for work that breaks into the sealed refrigerant circuit, and for statutory leak checks on bigger systems. A routine service does neither — cleaning a coil, clearing a condensate drain and reading fault codes all happen outside the circuit, and a domestic heat pump is normally sealed and well under the threshold anyway. If it is legally optional for the job, we keep it optional. If you do need a statutory leak check, that is its own record: **F-Gas Leak Check**, on the same tab.