2026 regulation: what heat pump maintenance really requires of you
Which equipment is covered (air/air, air/water, geothermal heat pumps) and the power thresholds to know
In 2026, the maintenance obligation covers air/air, air/water, and geothermal heat pumps, as soon as the rated power falls between 4 and 70 kW. Above that, you move into monitoring requirements closer to those for commercial buildings. If the equipment contains a refrigerant, work on the circuit must be carried out by an authorised company. To anticipate related developments and constraints, see also our overview of refrigerants for heat pumps in 2026.
Inspection frequency: mandatory visits, intervals, and special cases in shared buildings
The regulatory visit takes place at least every 2 years. It includes cleaning, adjustments, safety checks, and usage advice. Refrigerant leak checks may be added depending on the circuit's charge. In a shared building, for a collective installation, it is the managing agent who schedules the visits and organises access to the plant room.
Documents to hand over: maintenance certificate, traceability of interventions, and record-keeping
After the visit, the professional hands over a maintenance certificate and written recommendations. Keep this proof for traceability, insurance, and warranty purposes. In practice, archive it at least until the next deadline, along with dates, readings, and any parts replaced.
Heat pump maintenance: your field checklist to avoid breakdowns and callbacks
Essential checks on the hydraulic and refrigerant side (pressures, tightness, parameters)
On site, keep a simple routine. Check the heating circuit pressure, the flow rate, the expansion vessel, air bleeding, and the flow/return temperature difference. On the refrigerant side, take pressure and temperature readings, check the sensors and the circuit's tightness in line with F-Gas regulation. Note the key parameters: heating curve, flow temperature, backup heater limits.
Cleaning and adjustments: units, filters, exchangers, condensate, circulators
Clean the outdoor unit: clear grilles, undamaged fins, no leaves. On the indoor unit, clean filters and a dust-free exchanger. Check condensate drainage, the trap, and the tray. Check the circulator: noise, speed, no blockage. Fine-tuning the heating curve avoids unnecessary overconsumption.
Points to watch based on symptoms: noise, defrosting, overconsumption, recurring faults
- Noise: anti-vibration mounts, fixings, cavitation (air or flow rate too low).
- Frequent defrosting: sensor, airflow, fouled exchanger, low refrigerant charge.
- Overconsumption: backup heater overused, setpoint too high, poorly balanced hydraulics.
- Recurring faults: fault code history, wiring, settings updates. Every heat pump has its quirks, keep a job-site log.
Heat pump maintenance contracts: how to frame your services without getting caught out
The content of a clear contract: preventive maintenance, breakdown cover, parts and response times
Put in writing exactly what the preventive maintenance visit covers: safety checks, cleaning, adjustments, refrigerant circuit tightness check, report and certificate if included. Clearly distinguish breakdown cover: on-call or not, business days, stated response times, and how parts and labour are covered.
The exact scope: heating only vs heating + domestic hot water, controls, accessories (tank, thermostat)
A heat pump can handle heating only, or heating + domestic hot water. The contract must specify what is being maintained. A hot water tank, a control system, a connected thermostat, an outdoor sensor, or a hydraulic module are not always included. The same goes for the backup heater and underfloor heating loops. To frame expectations when the heat pump is paired with underfloor heating, you can also rely on underfloor heating loops.
Pricing and terms: annual package, call-out clauses, exclusions and warranties
State an annual package price and detail the options. Visit only, or visit plus breakdown cover, number of hours included, caps on parts, and call-out fees included or charged based on distance. List the exclusions: breakdowns linked to misuse, a modified installation, or consumables. Also frame what falls under the manufacturer's warranty.
Safety, compliance and liability: the best practices that protect your business
Handling refrigerants: obligations, tooling, recovery and logbook
For a heat pump, handling refrigerants requires a company with a capacity certification and technicians holding a competency certificate. Plan for the right tooling: manifold gauges, scale, vacuum gauge, leak detector, recovery station, and an approved cylinder. Recovery is mandatory before opening the circuit. Keep a logbook and record every intervention.
Basic on-site rules: electricity, pressure, frost risk, bleeding, and backflow prevention
Secure the power supply: isolation, lock-out, verification of absence of voltage, RCD protection. On the hydraulic side, pressure-test with dry nitrogen, bleed the air, and check the flow rate. In cold areas, protect against frost: insulation, antifreeze if planned, weatherproofing. Install compliant backflow prevention to stop water returning into the mains supply.
Limiting disputes: photos, readings, client report and written recommendations
Before, during, after. Take dated photos and note the readings: temperatures, pressure, current, settings, serial numbers. Hand over a signed report with the limits of use, maintenance, and alarms to watch. A written recommendation is a useful safeguard. To also secure your paperwork and grant applications, see avoiding disputes.
Maintenance, grants and job-site requirements: what to anticipate to stay eligible
The link with funding: common client expectations and proof to provide
On a heat pump job, clients mainly expect clean paperwork. Keep the proof from the quote onward. MCS certification, brand and model, output, type of control system, job site address. The client declaration and a detailed invoice are often decisive. Add dated photos of the unit and the nameplate, then the commissioning report and the MCS certificate. To reduce blockages, draw on field feedback to avoid rejected applications.
Coordination with the energy audit: consistency of settings, balancing, and usage advice
The energy audit sets the direction. Your settings must stay consistent with the chosen scenario. Check the emitter balancing, the flow rates, and the sizing of the backup heater. Hand over simple usage advice: setpoint temperatures, time schedules, and habits that avoid overconsumption.
Commissioning best practices: seasonal settings, heating curve, backup heater, parameterisation
A clear commissioning process limits callbacks and secures eligibility. Set the heating curve, test the backup heater, and note the summer and winter settings. Hand over a settings sheet, and schedule the maintenance. It's the last turn of the screwdriver that prevents bad surprises.
