If you let out a home with gas appliances, you have a legal duty to keep them safe. The yearly gas safety check is the main part of that duty. The paperwork that follows is often called a gas safety certificate, or a CP12. The HSE itself calls it a gas safety check record.
First, this guide sets out what the Health and Safety Executive (HSE) says landlords must do. We keep it plain, but you should read the HSE pages for your own case too.
What the yearly check is
Landlords must arrange a check on each gas appliance and flue they provide, every year. The HSE says only a Gas Safe registered engineer may carry out the check. In other words, the engineer must be on the Gas Safe Register. A friend who is good with boilers does not count.
The engineer then gives you a record of the check. The HSE says the record must be issued on completion, even if the engineer finds defects. As a result, you cannot wait until everything is fixed before you get the paperwork.
Which appliances the check covers
The HSE says the check covers every permanent and portable gas appliance and flue that you own and provide for tenant use. That includes mobile LPG heaters. In addition, the HSE recommends including all flues connected to gas appliances, even those serving tenant-owned appliances.
A shared appliance needs care too. For example, a boiler that serves several homes needs a Gas Safe registered engineer to maintain it. The annual check must include it too.
What the check does not cover
The tenant looks after an appliance that belongs to them. The HSE says the tenant is responsible for checking and maintaining their own appliance. A flue that serves only the tenant’s appliance is also the tenant’s job.
However, you remain responsible for the related installation and pipework, even where the tenant owns the appliance. If a property has no gas appliances and only a pipe or flue passes through, no annual check is required. Even so, you must keep the pipework safe and carry out any repairs.
When the check is due
The first check is due within 12 months of installing new equipment. After that, you need one every year. The HSE says you can book the check up to two months early. The deadline stays fixed to the previous check, as if it had been done exactly 12 months after the last one.
Because of this, an early booking does not shift your renewal date. Therefore, it is wise to book early rather than risk missing the deadline. Leave a gap in case the engineer needs to come back.
Before a new tenancy starts, the checks must have been done within the year before the lease start date. For this reason, plan ahead and do not leave it to the last day.
Giving the record to tenants
Tenants have a right to see the record. The HSE says existing tenants must receive a copy within 28 days of the check being completed. New tenants must receive one before they move in.
A good habit is to hand over the copy as soon as you get it. First, send it to every tenant named on the tenancy. Meanwhile, keep your own copy somewhere you can find it. If a tenant asks for it later, you will have it ready.
Keeping records
The HSE says you must keep each safety check record for two years. Electronic records are acceptable. However, you must be able to print them, keep them secure, and show which engineer did the check.
If you use a managing agent, check your contract. It should say who handles the checks and the records. If the agent has that job, the same duties apply to them.
Points that are easy to miss
Some duties are easy to forget. For example, the record must go to new tenants before they move in, not after. In addition, the 28 days for existing tenants starts when the check is completed, not when you receive the paperwork.
Another point is who does the work. The HSE says landlords with a managing agent should state in the contract who handles checks and records. As a result, both sides know who must act, and nothing falls through the gap.
How to prepare for the visit
A little planning makes the visit quick. Tell your tenant the date in good time. Then make sure the engineer can reach every appliance and flue.
Next, write down every gas appliance in the property. Include anything you supplied, such as a gas fire or hob. Our landlord CP12 service covers the check and the record for landlords across Warrington, Runcorn, Widnes and nearby towns.
When a fault is found
If the engineer finds a fault, act on it promptly. Your tenants rely on you to keep the home safe, so do not delay the repair. Our gas engineer team can carry out repairs, and you can use our online quote form to describe the job.
Finally, keep a short checklist of dates. Note the last check, the next deadline and the day you sent the copy to tenants. That small habit protects you, and it protects the people who live in your property. It also makes any later question from a tenant or agent easy to answer.