Landlord gas safety checks: dates, records and tenant handover
Plan the annual check, understand the record and give the right copy to existing and incoming tenants.
The annual check is a safety duty
Landlords must arrange a gas safety check every 12 months for relevant gas appliances and flues they provide for tenants. The check must be carried out by a Gas Safe registered engineer qualified for the appliance type. Maintenance of gas pipework, appliances and flues is a related but separate responsibility: an annual record is not proof that no maintenance is needed during the year. The HSE landlord guidance explains these duties.
Keep the due date visible
HSE explains that a check may be carried out in the two months before it is due while retaining the original deadline, provided the conditions for that flexibility are met. This can make access easier without losing the annual cycle. Do not assume any early check automatically moves the anniversary. Keep the previous record and check date available when arranging the next visit. If several appliances are present, list them when requesting the work so the engineer can confirm the correct scope.
Give tenants the record
The landlord gas safety record, often called a gas safety certificate or CP12, records the outcome of the check and any defects identified. Existing tenants must receive a copy within 28 days; new tenants must receive a current copy before moving in. HSE says records should normally be kept for at least two years, with additional evidence needed where the early-check flexibility is used. If a defect is found, the record should still be issued and the necessary follow-up action documented; the record does not make an unsafe appliance safe. See HSE's record guidance for the detail.
Make the visit straightforward
Provide the property address, access contact, last check date and list of landlord-provided gas appliances. Identify any tenant availability constraints early. Our gas safety certificate service shows how to request a check and when the number of appliances changes the quote. If you are organising several property reports for the same tenancy, the service directory helps you separate gas, electrical and energy documents.