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Gas safety check records and what to keep

What has to be recorded?

As a minimum, the record of a gas safety check must contain:

  • a description of and the location of each appliance or flue checked
  • the name, registration number and signature of the individual carrying out the check
  • the date on which the appliance or flue was checked
  • the address of the property at which the appliance or flue is installed
  • the name and address of the landlord (or their agent where appropriate)
  • any safety-related defect identified and any remedial action taken
  • confirmation that the safety check has included an examination of the matters referred to in paragraphs (a) to (d) of
    regulation 26(9) of the Gas Safety (Installation and Use) Regulations 1998

Can I store my records electronically?

Yes, as long as the electronic copy:

  • can be reproduced in hard copy format when required (eg for the tenant, HSE, or housing department)
  • is secure from loss and interference
  • uniquely identifies the Gas Safe registered engineer who did the safety check, eg
    • an electronic signature
    • a scanned signature
    • a Gas Safe registered engineer license number
    • the name of the engineer

Can I provide an electronic copy of the record to my tenants?

Yes, if your tenant is happy to receive their copy electronically and can access it in this way. But you must give them a paper copy if they ask for it. A landlord or gas engineer, with the landlord's agreement, may send the electronic record directly to the tenant.

How long do I have to keep records?

You have to keep records for at least two years. For more information see regulation 36(3)(c) of the Gas Safety (Installation and Use) Regulations 1998

What information do I have to give to tenants?

You must provide existing tenants with a copy of the gas safety check record within 28 days of the check being completed. You must provide a copy of the gas safety check record to prospective tenants before they move in.

Holiday accommodation and hotels

For occupancies less than 28 days, you should display a legible copy of the gas safety check record in a prominent place in the premises checked (eg mobile home).

Where a gas appliance is not located in any room to be used by a tenant (whether for exclusive use or ‘common’ use such as a communal living room) you can display the gas safety check record in a prominent place. The record should indicate that any tenant can request an individual copy of the record and where they can get it from. Landlords must tell tenants where this notice is and how tenants can obtain an individual copy of the gas safety check record at the beginning of a new tenancy.

Do I have to provide separate gas safety check records for each appliance and flue?

No, usually one record is issued providing details of all the items checked.

When should the gas safety check record be issued by the Gas Safe registered engineer ?

The Gas Safe registered engineer should only issue the record once all of the required checks have been completed. If any faults/concerns are found as a result of the check, landlords must take remedial action and ensure that the appliance is not used if it is unsafe.

The gas safety check record contains the results of the annual gas safety check. It should be issued on completion of the checks and not delayed even if concerns are found and not delayed until necessary remedial action has been taken. The record is a ‘living document’ and landlords should supplement it with records of any follow up action taken (if required). This would provide a full record of the gas safety within the property.

Is there a standard form for the record?

The ‘Landlord gas safety record’ (previously referred to as a gas safety record, certificate or CP12 form). Gas Safe Register does not produce its own gas safety check record form but many retailers produce these forms.

Can I design my own record?

You can produce your own record, but you must give it to the Gas Safe registered engineer to fill in before they do the gas safety check.

As a minimum, the record of a gas safety check must contain:

  • a description of and the location of each appliance or flue checked
  • the name, registration number and signature of the individual carrying out the check
  • the date on which the appliance or flue was checked
  • the address of the property at which the appliance or flue is installed
  • the name and address of the landlord (or their agent where appropriate)
  • any safety-related defect identified and any remedial action taken
  • confirmation that the safety check has included an examination of the matters referred to in paragraphs (a) to (d) of
    regulation 26(9) of the Gas Safety (Installation and Use) Regulations 1998

Any gas safety check record given to you after 1 April 2009 will only be valid if the engineer is registered with Gas Safe Register.

For more information see insert link to Reg 26(9) information and link to new App1 industry guidance regulation 36(3)(c) of the Gas Safety (Installation and Use) Regulations 1998.

Do I, as a landlord, have to sign the record?

You do not have to sign the record but your name and address or that of your letting agent must be included on the record.

Is posting a copy on the wall enough, eg in student accommodation?

You can display the legible, gas safety check record in a prominent place. The record should indicate that any tenant can request an individual copy of the record and where they can get it from. Landlords must tell tenants where this notice is and how tenants can obtain an individual copy of the gas safety check record at the beginning of a new tenancy.

2015-04-21