Landlord gas safety checks: what the record needs and when

How often

HSE says a gas safety check must be done every year on each gas appliance and flue the landlord provides. Before a new lease starts, the checks must have been done within the year before the lease start date.

What the record must contain

According to HSE, the record must include at least:

• A description and the location of each appliance or flue checked.
• The name, registration number and signature of the person carrying out the check.
• The date of the check.
• The address of the property.
• The name and address of the landlord, or their agent.
• Any safety-related defect found and any remedial action taken.
• Confirmation that the check covered the matters in regulation 26(9) of the Gas Safety (Installation and Use) Regulations 1998.

Checking early without losing the date

Since 2018, a check can be carried out up to two months before the deadline while keeping the original anniversary date. HSE says that when this flexibility is used, the record has to be kept until two further checks have been carried out.

What the landlord does with the record

• Keeps it for at least two years.
• Gives existing tenants a copy within 28 days of the check, and new tenants a copy before they move in.
• May keep and send it electronically if it can be printed, is secure from loss and interference, and identifies the engineer; tenants can still ask for paper.

Keeping landlords coming back

• Note every appliance per property, so next year’s visit is planned around the right boilers, fires and hobs.
• Remind the landlord or agent before the two-month window opens, so they can book you early.
• Keep your own copy of each record with the property.

Where Tickzu fits

Tickzu does not produce landlord gas safety records. It keeps properties and appliances per landlord, books the visit, reminds you when services are due and handles the invoice. Issue the record itself with the certificate software or paperwork you use today.