Record keeping

You must keep your own gas safety check records and provide copies for your tenants.

• What has to be recorded?
• Can I store my records electronically?
• Can I give my tenants an electronic copy of the record?
• How long must I keep records?
• What information do I have to give to tenants?
• Holiday accommodation and hotels
• College halls of residence and boarding schools
• Do I have to provide separate gas safety check records for each appliance and flue?

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 his agent where appropriate)
• any defect identified and any remedial action taken
• a statement confirming that the safety check completed complies with the requirements of the Gas Safety (Installation and Use) Regulations 1998

For more information see Regulation (36)(3)(c) of the Gas Safety (Installation & 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 (e.g. 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, e.g.
  • 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 & 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 copy of the gas safety check record in a prominent place in the premises checked (e.g. mobile home).

College halls of residence/boarding schools

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.