Landlord gas safety records with the dates that matter
Track the annual gas safety check per property and appliance, keep the record for two years, and prove the copy reached the tenant. Gas Safety Regulations 1998.
What the standard asks
Regulation 36 requires landlords to have every gas appliance and flue they own checked for safety at least every 12 months by a Gas Safe registered engineer, and pipework maintained in a safe condition.
The landlord must keep a record of each check for two years, give a copy to existing tenants within 28 days of the check, and give new tenants a copy before they move in.
Since 2018 a check carried out in the two months before the deadline can keep the original expiry date, so annual checks do not creep earlier each year.
HSE: Gas safety for landlords (Gas Safety (Installation and Use) Regulations 1998, regulation 36)
How AssetWRX handles it
- 01
One record per property, one per appliance
Boilers, hobs and fires are assets under their property. The gas safety record (CP12 or equivalent) sits on the property with its expiry date.
- 02
Expiry tracking that reminds you early
The certificate register shows what expires when. Reminders go to the person responsible before the two-month window opens, not after it closes.
- 03
The engineer visit as a job
Raise the annual check as a job for your Gas Safe engineer, capture the visit and attach the record they leave.
- 04
Proof the tenant received it
Share the record by link and keep the share event on the property. When a dispute asks whether the copy was given, the answer is on the record.
- 05
Defects become follow-up work
An appliance flagged at risk or immediately dangerous opens a job with the engineer's notes, so the fix is tracked to closure.
Questions
- Can AssetWRX carry out the gas safety check?
- No. Only a Gas Safe registered engineer can. AssetWRX tracks the check per property and appliance, stores the record the engineer issues, reminds you before it expires and records that the tenant got a copy.
- How long must I keep the gas safety record?
- Two years from the date of the check. AssetWRX keeps every version on the property with its dates, so older records are still there when asked for.
- What about appliances the tenant owns?
- The landlord's duty covers appliances and flues the landlord owns or provides. Tenant-owned appliances are outside regulation 36, though flues serving them may not be. Record the ownership on the asset so the position is clear.
General guidance, not legal advice. Duties depend on your premises, jurisdiction and risk assessment; confirm them with a competent person.
Run the first check this week
Your first asset is free, with no card. Import the checklist at signup, label the asset, run the check on a phone.