Gas safety for landlords: annual checks, records and tenant copies
A practical record-keeping guide to annual gas safety checks and tenant information.
In brief
Landlords are responsible for gas safety checks on relevant appliances and flues, maintenance and tenant information. The check must be completed by a Gas Safe registered engineer and repeated at the required interval.
01
Plan the annual check before expiry
The Health and Safety Executive explains that checks may be carried out within the permitted window while preserving the annual cycle. Booking early gives time to manage access, remedial work and tenant communication.
02
Provide and retain the record
Existing tenants should receive a copy of the latest record within 28 days of the check. A new tenant should receive the current record before occupation. Keep the engineer details, check date, appliances covered, findings, actions and delivery evidence together.
03
Treat access problems as a documented process
Keep a clear record of appointment offers, reminders and reasonable attempts to gain access. Safety duties remain important even where access is difficult; follow HSE guidance and obtain advice where necessary.
Rules and rollout dates can change. Recheck these primary sources before acting.