Gas safety certificates for landlords
Short answer. Landlords in England must have every gas appliance, fitting and flue they provide checked by a Gas Safe registered engineer every 12 months. The result is the landlord gas safety record, often called a CP12. A copy must go to existing tenants within 28 days of the check and to new tenants before they move in. Records must be kept for at least 2 years. A check done up to 2 months before the due date keeps the original anniversary. The rules are in regulation 36 of the Gas Safety (Installation and Use) Regulations 1998 and are enforced by the Health and Safety Executive. The gas safety record is also needed for the Private Rented Sector Database.
Gas safety is the oldest and most serious of the landlord safety duties. Breaking it is a criminal offence. The rules are simple, and the main risk is a missed date across a portfolio.
Your duties
- Annual check. Every gas appliance, fitting and flue you provide must be safety checked every 12 months.
- Gas Safe engineer. Only a Gas Safe registered engineer may do the check. Check their ID card and the categories they are qualified for.
- Copy to tenants. Existing tenants within 28 days of the check. New tenants before they move in.
- Keep records for at least 2 years.
- Maintenance. Keep pipework, appliances and flues in safe condition.
Appliances owned by the tenant are not covered by the annual check, but flues serving them may be.
Keeping the same renewal date
You can have the check done up to 2 months before the due date and keep the original anniversary. For example, if the check is due on 30 June, a check on 1 May still gives a new due date of 30 June next year. This lets you batch checks across a portfolio without dates drifting earlier each year.
What the record shows
The record lists each appliance and flue checked, any defects found and action taken, the engineer's name, Gas Safe number and signature, and the date. If an appliance is unsafe the engineer may disconnect it. You must fix it before it is used again.
If the tenant will not give access
You must take all reasonable steps. Keep a written record of every attempt: letters, emails, texts and dates offered. HSE guidance explains what reasonable steps look like. Do not force entry. If access is refused, your records are your evidence.
Gas safety and the landlord database
The Private Rented Sector Database asks for gas safety information where a property has a gas supply. A missing or expired record on your entry will be visible to the council. Renew before you register. See the database guide.
Managing gas safety across a portfolio
- Keep one list of every property with its last check date and next due date.
- Book checks 6 to 8 weeks before the due date, inside the 2-month window.
- Group nearby properties on the same day where you can.
- Send the record to tenants straight away, with proof of sending.
- Store records for at least 2 years, and longer if you can.
- Fix any defects and keep the invoice.
PlutoHome tracks due dates and reminds you before each one.
At the start of each tenancy
Before a new tenant moves in, give them a copy of the current gas safety record. Since 1 May 2026 all private tenancies are periodic, so a new tenancy usually means a new tenant rather than a renewal. Build the gas record into your move-in pack alongside the EICR, the EPC and the government's How to Rent guidance. Keep proof that you gave it, such as an email with the record attached or a signed receipt.
If a check falls due during a void period, do it before the new tenant moves in. It is easier to get access and it means the new tenant receives a fresh record.
What happens if you get it wrong
Failing to carry out the annual check, or failing to give tenants the record, is a criminal offence under the 1998 regulations, enforced by the Health and Safety Executive. Serious cases can lead to prosecution. Beyond the legal risk, a gas leak or carbon monoxide poisoning can kill. Under the Renters' Rights Act, councils also have stronger enforcement powers, and gas safety information is part of your database entry. Missing gas records make it harder to defend a complaint or a possession case.
Carbon monoxide alarms
Separate rules require a carbon monoxide alarm in any room used as living accommodation that has a fixed combustion appliance, excluding gas cookers. A gas boiler in a living room or bedroom needs one. See our alarms guide.
Questions
How often do I need a gas safety check?
Every 12 months, for every gas appliance, fitting and flue you provide.
When must tenants get a copy?
Existing tenants within 28 days of the check. New tenants before they move in.
How long must I keep gas safety records?
At least 2 years.
Can I get the check done early without losing my date?
Yes. A check up to 2 months before the due date keeps the original anniversary.
Who can do the check?
Only a Gas Safe registered engineer qualified for the appliances concerned.
What if my tenant will not let the engineer in?
Take all reasonable steps and keep written records of each attempt. Do not force entry.
Is a CP12 the same as a gas safety record?
Yes. CP12 is a common name for the landlord gas safety record.