England, Wales and Scotland · Free Excel tracker
Landlord gas safety
certificate.
If you let a property with gas appliances you provide, a Gas Safe registered engineer must check them and their flues every 12 months. The result is the landlord gas safety record, often called a CP12. Give tenants a copy and keep it for at least two years.
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Tracks gas, electrical, EPC and alarm dates.
01 /
What landlords
must do.
These come from the Gas Safety (Installation and Use) Regulations 1998, which cover England, Wales and Scotland.
| Rule | What it means |
|---|---|
| Every 12 months | Each gas appliance and flue you provide must have a safety check every year. |
| Gas Safe engineer | The check must be done by an engineer on the Gas Safe Register who is qualified for that type of appliance. |
| Before a new tenancy | The appliances must have been checked within the year before the tenancy starts. |
| Tenant’s own appliances | Tenants are responsible for appliances they own. You’re still responsible for the pipework, and for a flue that serves your appliances. |
| Keep it maintained | Between checks, keep pipework, appliances and flues in safe condition. |
Northern Ireland has its own gas safety regulations for landlords. Check nidirect for the rules there.
02 /
Check early,
keep your date.
You don’t have to book the check on the exact anniversary.
The 2-month window
You can have the check done up to 2 months before the deadline and keep the original expiry date. For example, a check due by 14 September can be done from mid-July and still run to next 14 September.
If you use the window
Keep your records until two further checks have been done, so you can show the dates have stayed on track.
Otherwise, keep each record for at least two years.
03 /
The gas safety
record.
The engineer gives you a record after the check. Check it has everything on it before you file it.
- What’s on itEach appliance and flue checked and where it is, the engineer’s name, registration number and signature, the date, the address, your details, and any defects and action taken.
- Tenant copiesGive existing tenants a copy within 28 days of the check, and new tenants a copy before they move in.
- Paper or digitalYou can keep it electronically and send it by email if the tenant agrees. Give a paper copy if they ask.
04 /
Track every
certificate.
Gas is one of several dates to keep on top of. The free tracker holds them all, one row per certificate.
Certificates · Oak flat worked example
| Certificate | Checked | Next due | Copy to tenant |
|---|---|---|---|
| Gas safety record | 14 Sep 2026 | 14 Sep 2027 | 20 Sep 2026 |
| Electrical report (EICR) | 5 Mar 2024 | 5 Mar 2029 | 20 Mar 2024 |
| EPC | 10 Mar 2021 | 9 Mar 2031 | 1 Apr 2021 |
| Smoke and CO alarm test | 1 Nov 2026 | Each new tenancy | — |
Fictional, in WorkedExample. In England, the electrics must be inspected at least every 5 years; see GOV.UK for the other rules. EPCs last 10 years: see EPC for landlords.
How much does a gas safety certificate cost?
Prices vary by area, the engineer and how many appliances there are. Get quotes from Gas Safe registered engineers and check the engineer’s ID card.
What if the tenant won’t let the engineer in?
Keep trying and keep a record of each attempt, such as letters and emails. If you’ve taken all reasonable steps, that record shows what you did.
What about carbon monoxide alarms?
Alarm rules differ by nation. In England, check they’re working on the first day of a new tenancy. See the inventory template, which has a row for alarm tests on move-in day.
Where else should I record this?
The free landlord spreadsheet has a documents sheet, and the HHSRS checklist covers gas safety as part of a wider hazard check.
Check the official guidance
These pages set out the rules this guide summarises.
Every date in one place.
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