Don’t get left out in the cold: Is it time to replace your old HVAC equipment?

September 18, 2025

Image: ©Klima-Therm

Replacing ageing HVAC systems is no longer just a matter of efficiency or comfort; it is also a regulatory and budgetary imperative. As a result, with the F-gas phase-down accelerating and refrigerant prices rising, facilities managers face both opportunities and risks

Few decisions carry more operational and financial weight for facilities managers (FMs) than the judgment about when to replace ageing heating, ventilation and air conditioning (HVAC) equipment. Indeed, as regulations tighten around refrigerants and sustainability targets climb ever higher, the stakes for making the right choice have never been greater.

HVAC systems typically account for a substantial proportion of a building’s energy consumption and operational costs. As systems age, their efficiency declines, often leading to a series of adverse outcomes, including higher utility bills, more frequent breakdowns, and greater maintenance costs.

Beyond performance issues, there is another compelling reason to take the replacement of HVAC equipment seriously – regulatory changes, especially those related to refrigerants, make it riskier to hold onto outdated systems.

The impact of the EU’s F-gas regulation

The European Union’s F-gas regulation – mirrored in UK law post-Brexit – is driving the gradual phase-down of hydrofluorocarbon (HFC) refrigerants (see the box). For decision-makers, including FMs, this means the coolant in your existing system could be restricted or banned in the near future, significantly increasing costs and complicating servicing.

R404A and R507A are both high-GWP (global warming potential) refrigerants, which are no longer permitted in many applications. While their performance is similar, R404A is a zeotropic mixture (comprising a combination of liquids where the components have different boiling points), while R507A is azeotropic (a mix of liquids with a constant boiling point).
R410A: A blend of HFC compounds R32 and R125 widely used in air conditioning, but is now subject to phase-down pressures due to its GWP of 2,088.
R134a: Still used in chillers, but also under scrutiny for its relatively high GWP of 1,430.

While some of these refrigerants are currently legal, their availability is tightening, and prices are rising as quotas are reduced. The financial and operational risks of continuing to use such refrigerants will only increase.

Towards low global warming potential refrigerants

When upgrading HVAC systems, selecting equipment that uses low-GWP refrigerants is critical. Some of the leading alternatives include:

R32: With a GWP of 675, this coolant offers a significantly lower impact than R410A and is now widely adopted in split systems.
R1234yf and R1234ze: These ultra-low GWP refrigerants (less than 1) are increasingly used in chillers.
R513A and R450A: Lower-GWP blends suitable as drop-in replacements for R134a in some systems.
Natural refrigerants (carbon dioxide – CO2, ammonia, hydrocarbons): These zero or near-zero-GWP options are highly sustainable, but they require specialist equipment and handling.

The right choice depends on your building’s cooling requirements, budget, and risk profile. However, in most cases, moving to low-GWP synthetic refrigerants or natural refrigerant systems will ensure long- term compliance and resilience against future regulatory changes.

Besides, although replacing HVAC equipment represents a significant capital expenditure, delaying too long can expose organisations to unnecessary expense. This includes escalating service costs as maintaining equipment running on phased-out refrigerants will become more expensive as supplies dwindle.

There is also a compliance risk – for example, non-fulfilment of F-Gas requirements can result in fines and reputational damage.

Furthermore, older systems are less efficient, which inflates operating costs and the carbon footprint, and exacerbates equipment failure, potentially disrupting operations and creating uncomfortable or even unsafe building conditions.

The benefits of investment in the latest HVAC technology

Investment in the latest HVAC technology, on the other hand, can yield substantial benefits. These include lower running costs (new systems are far more energy-efficient) and regulatory compliance (adopting low-GWP refrigerants future-proofs the building).

The upfront investment tends to be more than offset by longer-term savings in energy and less maintenance, especially when considering rising refrigerant costs and potential compliance penalties.

When should you replace your HVAC equipment?

But when should you replace your HVAC equipment? The typical lifespan of HVAC systems can range between ten and 20 years, and the decision to upgrade depends on several factors, including:

The age of equipment – if your system is more than ten to 15 years old, it may already be inefficient by today’s standards.
Refrigerant type – if your system uses a high-GWP refrigerant, replacement should be a high priority.
Operational costs – rising energy or maintenance bills are a sign that replacement might be cost-effective.
Reliability – frequent breakdowns or service calls suggest the system is nearing the end of its life.
Compliance risk – if your system struggles to meet current F-Gas requirements, proactive replacement is the best strategy.

The transition away from high-GWP refrigerants is more than a regulatory hurdle; it’s an opportunity to reimagine your building’s performance. FMs who take decisive action now can turn a looming compliance risk into a platform for cost savings, resilience, and sustainability.

By investing in modern HVAC systems, you not only safeguard against future penalties and disruption, but also demonstrate leadership in environmental stewardship – a real strategic advantage in an increasingly competitive business world.

Please Note: This is a Commercial Profile