Landlord gas safety records (CP12): an England guide
Understand the annual check, tenant copies, maintenance and access arrangements before booking.
Safety checks and maintenance
Landlords must arrange gas safety checks of the appliances and flues within their responsibility by a Gas Safe registered engineer, generally every 12 months. They must also maintain relevant gas fittings and flues safely. The annual check does not replace necessary maintenance or a boiler service.
Appliances owned by tenants have different responsibilities; landlord duties can still apply to connecting pipework and relevant flues. Check HSE guidance for your actual tenancy and appliance arrangements.
Records and tenant copies
Give existing tenants the record within 28 days of the completed check, and new tenants a copy before occupation. Records include the appliances checked, engineer details, defects and any remedial action. Keep the history: HSE explains retention for at least two years and retaining evidence through two further checks when using the early-check flexibility.
Electronic records must remain secure and reproducible. Email is suitable where the tenant agrees and can access it; provide a paper copy if requested.
Early checks and access
Checks can generally be completed within the two months before the due date while retaining that deadline. Keep the records showing the required timing. Do not assume the flexible window extends an overdue check.
Arrange access early. If access is refused, document reasonable attempts, offer alternatives and follow HSE guidance. A failed appointment is not a completed safety check and does not remove the duty.
Smoke and carbon monoxide alarms
In England, the relevant alarm rules require a smoke alarm on each storey with living accommodation and a carbon monoxide alarm in a living-accommodation room containing a fixed combustion appliance, excluding gas cookers. Prescribed alarms must work at the start of a new tenancy; reported faults must be addressed. Follow the official guidance and the alarm manufacturer’s installation instructions.
Booking with Heating People
List every appliance and identify the billing and access contacts. A record may include defects; a booking does not guarantee a satisfactory outcome. The engineer explains safety-related findings and appropriate next steps. Request any servicing, alarm work or repairs separately.