Landlord gas safety records: what to organise and keep
A boiler service is not automatically a landlord gas safety check. Start with the appliance list, the due date and the record you need to provide to the tenant.
Separate maintenance from the annual safety check
Landlords are responsible for maintaining relevant gas pipework, appliances and flues in a safe condition and arranging the required gas safety checks for appliances and flues they provide. Routine servicing can support maintenance, but the service record does not replace the landlord gas safety record.
Give the engineer the complete scope
List every relevant appliance and flue at the property, including those in communal areas where applicable. Confirm fuel types and access. If the tenant owns an appliance, HSE guidance explains how responsibilities differ for that appliance, its flue and associated installation pipework.
Plan the due date
HSE guidance explains that annual checks can, in certain circumstances, be completed up to two months before the due date while retaining the original renewal date. Do not assume this applies without checking the rules and the property’s previous record.
Keep and distribute the record
HSE says landlords should keep gas safety records for at least two years, give an existing tenant a copy within 28 days of the check and give a new tenant the current record before they move in. Keep evidence of follow-up action where a defect has been identified.
What the record contains
The record includes the property, landlord or agent, appliances or flues checked, the engineer and registration details, the date, defects and action, plus confirmation of the prescribed safety examinations. A competent engineer issues it after the check; it should not be held back while separate remedial work is arranged.
Read the full guidance
- HSE — landlords’ gas safety responsibilities
- HSE — gas safety records
- HSE — what needs a gas safety check
Links and scheme details were checked on 28 September 2026. External information can change.
