Landlord gas safety certificates: checks and records
By TenancyDesk · Sources checked
Landlords must arrange annual gas safety checks on the gas appliances and flues they are responsible for, using a Gas Safe registered engineer. The safety check, ongoing maintenance and giving tenants the record are separate tasks.
What needs checking, and by whom?
HSE distinguishes the annual safety check from the ongoing duty to maintain gas fittings and flues safely. Use a Gas Safe registered engineer who is qualified for the type of work involved. A service invoice alone is not a substitute for the gas safety record.
Responsibility for an appliance supplied by a tenant can differ from responsibility for landlord-supplied equipment. Check the HSE guidance against the actual installation rather than assuming every appliance in the property is covered in the same way.
Give tenants the record and retain a copy
Provide existing tenants with a copy of the record within 28 days of the check. New tenants should receive it before they move in. HSE says to retain the gas safety record for at least two years.
Store the inspection date, next due date and evidence of supplying the copy separately. This makes it clear whether the check is complete but the tenant copy still needs attention.
Sources: HSE: landlords’ gas safety responsibilities · HSE: gas safety records and retention
Build a useful renewal record
An appointment date is a plan; the completed record is evidence. Use a short sequence of statuses so an appointment that was cancelled does not look like a completed safety check.
- List the landlord’s gas appliances and flues against the property.
- Record the engineer and check their current registration and relevant qualifications.
- Keep the existing record and set an advance reminder for arranging the next check.
- After the visit, read the result and record any action the engineer identifies.
- Save the new record and the date each tenant was given a copy.
- Keep access requests and responses if arranging a visit proves difficult.
A reminder does not resolve a safety issue
If an engineer identifies a problem, follow their safety instructions and arrange the necessary work. Do not mark the task complete just because a document has been uploaded.
TenancyDesk’s public guidance is about organising the paperwork. It does not inspect appliances, certify gas work or decide whether an installation is safe.
Official sources and scope
Checked on 9 September 2026. This is general information for private landlords in England, not legal advice or a complete compliance assessment. Follow the current official guidance for your tenancy and get advice about exceptions, missed deadlines or disputes.
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