Lost or duplicate gas safety certificate: what to do
If you cannot find a gas safety certificate, start with whoever issued it. If a copy cannot be provided, a new inspection is the reliable way to have a current record.
If your gas safety certificate is lost
- Look for the original: email, the letting agent’s portal, a tenancy file or the engineer’s or company’s online account.
- Ask the engineer or company that carried out the check for a copy. Give them the property address and the approximate date.
- If you cannot reach them or they cannot supply it, arrange a new inspection rather than relying on an unverified copy.
Gas safety certificate is the common name for a CP12 or landlord gas safety record. HSE guidance does not set out a process for lost records, so these steps are practical guidance rather than a legal requirement.
How to request a duplicate from the original provider
Only the engineer or company that did the check holds the original record. Contact them by the details on any invoice, booking email or tenancy document, and ask for a copy of the record for that address and date. Give the address, the approximate date of the check and who booked it.
There is no central public database of individual landlord records, and the Gas Safe Register does not usually issue or hold them. Heating People cannot reproduce a record issued by another company.
What a landlord should retain
- A copy of each gas safety record
- The date of each check and the date the next one is due
- Details of any defects found and the action taken
- Proof that tenants were given a copy: the date and how it was sent
- Appliance details and the engineer’s Gas Safe registration number
HSE guidance sets the retention period and the time within which tenants must receive a copy. Read the HSE guidance on gas safety records for the current detail.
Check the engineer’s Gas Safe registration
Look up the licence number on the Gas Safe Register website and check it covers the work. HSE guidance says a record issued after 1 April 2009 is valid only if the engineer is registered with Gas Safe Register, and it must show the engineer’s name, registration number and signature. If the record names an engineer you cannot verify, treat it with caution. Our guide explains how to check a gas safety certificate, including what a complete record should show.
When a new inspection may be needed
- The original provider cannot be contacted, has stopped trading or cannot supply a copy
- The record is incomplete, or the engineer cannot be verified
- The previous check is more than 12 months old: see gas safety certificate expired
- Appliances have changed since the check, for example a new boiler, cooker or hob
For a rented property, new tenants must be given a copy of the current record before they move in. For homeowners, see gas safety certificate for homeowners.
Landlord gas safety records and boiler installation paperwork
These are different documents. A landlord gas safety record shows the result of a safety check on gas appliances and installation pipework. Boiler installation compliance documents relate to a new installation or replacement, such as commissioning and Building Regulations notification. A boiler installation certificate does not replace the annual landlord record, and the landlord record does not replace installation paperwork.
If you have lost installation paperwork, contact the installer who did the work. See new boiler and gas safety certificate.
How Heating People can help
Heating People can carry out a new gas safety inspection and issue its own record for that check. The CP12 gas safety check is from £92.50 for up to two appliances; gas fires and extra appliances are priced separately. We review the job, location and price before issuing a quote or invoice for advance payment. Once you have paid, your booking is confirmed. A two-hour arrival window can be confirmed on the day.
Book a gas safety check or see gas safety certificates and landlord gas safety checks.
Common questions
Can Heating People give me a copy of a certificate another company issued?
No. We cannot reproduce another company’s original record. Contact the engineer or company that carried out the check. If a copy cannot be provided, we can carry out a new inspection and issue our own record for it.
Is there a central database of gas safety certificates?
No. There is no central public database of individual landlord gas safety records. The Gas Safe Register lets you check an engineer, not look up a certificate.
How long should a landlord keep a gas safety record?
HSE guidance says to keep each record for at least two years (if a check is done early under the two-month flexibility, until two further checks have been carried out), to give existing tenants a copy within 28 days of the check, and to give new tenants a copy before they move in. Check the current HSE guidance for the detail.
Is a boiler installation certificate the same as a gas safety certificate?
No. A landlord gas safety record shows the result of a safety check on gas appliances and installation pipework. Boiler installation compliance documents relate to a new installation. See the guide linked below.