On this page
- What does the law require from landlords?
- What are the key CP12 deadlines?
- How does the 2 month early window work?
- What should be on the gas safety record?
- What is not covered by the landlord's check?
- What about carbon monoxide alarms and access?
- Booking landlord gas safety checks in Stoke-on-Trent
- Frequently asked questions
Quick answer
Landlords must have every gas appliance and flue they provide checked by a Gas Safe registered engineer every 12 months. Existing tenants must get a copy of the gas safety record within 28 days of the check, new tenants before they move in, and records must be kept for 2 years. Checks can be done up to 2 months early without losing the anniversary date.
Key takeaways
- The gas safety check is a legal duty every 12 months under the 1998 Regulations.
- Give existing tenants a copy within 28 days and new tenants before they move in.
- Keep each record for at least 2 years.
- Book up to 2 months early and the renewal date stays the same.
- Tenant-owned appliances are not covered, but the pipework to them is still your duty.
A gas safety record is one of the few landlord documents with fixed legal deadlines attached, and it is one where a missed date can have serious consequences. The rules have not changed in years, but they are easy to lose track of across a busy portfolio. This checklist sets them out in the order you will need them.
What does the law require from landlords?
Under the Gas Safety (Installation and Use) Regulations 1998, landlords must make sure every gas appliance, fitting and flue they provide is maintained in a safe condition, and have a gas safety check carried out by a Gas Safe registered engineer at least every 12 months. The result is recorded on a landlord gas safety record, usually called a CP12.
The duty covers boilers, gas fires, cookers and water heaters you supply as part of the let. It applies to most residential lets, including rooms in shared houses and holiday lets. The full wording is in the Gas Safety (Installation and Use) Regulations 1998, and the HSE publishes plain-English guidance for landlords.
What are the key CP12 deadlines?
There are four time limits to remember: the check itself every 12 months, a copy to existing tenants within 28 days of the check, a copy to new tenants before they move in, and keeping each record for 2 years. A fifth rule, the 2 month early window, helps you avoid drifting dates.
| Requirement | Deadline |
|---|---|
| Gas safety check on each appliance and flue | At least every 12 months |
| Copy of the record to existing tenants | Within 28 days of the check |
| Copy of the record to new tenants | Before they move in |
| Keeping records | At least 2 years |
| Booking early without losing your date | Up to 2 months before the anniversary |
How does the 2 month early window work?
If the check is done in the 2 months before the current record expires, the new record keeps the original anniversary date. So a property due on 30 June can be checked any time from 1 May, and the next deadline is still 30 June the following year. Book earlier than that and the date resets.
This makes it much easier to group properties or fit around tenants' work patterns. It also means there is no reason to leave a renewal until the final few days, when a tenant being away or a failed appliance can push you past the deadline.
What should be on the gas safety record?
The record should include the date of the check, the property address, your name and address or your agent's, a description and location of each appliance and flue checked, any defects found and any action taken. It must also carry the engineer's name, signature and Gas Safe registration number.
When the record arrives, run through this quick checklist:
- Every gas appliance you provide is listed, including any gas fire or cooker, not just the boiler.
- The engineer's Gas Safe number is present, and you can confirm it on the Gas Safe Register.
- Each appliance has a clear pass or a recorded defect, with any action taken written down.
- Flue checks and ventilation are recorded for each appliance where they apply.
- The date, property address and landlord details are correct.
What is not covered by the landlord's check?
Appliances that belong to the tenant, such as a gas cooker they brought with them, are not your responsibility to check. However, the pipework and any flue serving them remain part of your maintenance duty. A gas safety check is also not the same as a boiler service; it confirms safety on the day rather than maintaining the boiler.
Many landlords book both at once to save a visit. If you want the wider picture of servicing duties across a let, see our landlord's guide to boiler servicing duties, and for why the check sits on a 12 month cycle, how often a boiler should be serviced.
What about carbon monoxide alarms and access?
In England, the Smoke and Carbon Monoxide Alarm (Amendment) Regulations 2022 require a CO alarm in any room of a rented home used as living accommodation that has a fixed combustion appliance, such as a boiler or gas fire. Gas cookers are excluded. The engineer may note alarm locations, but providing the alarms is the landlord's job.
If a tenant will not give access for the check, you must be able to show you took all reasonable steps to get in. Keep copies of letters, emails and texts offering appointments, and record each attempt. Do not simply let the date pass.
Booking landlord gas safety checks in Stoke-on-Trent
Our landlord gas safety certificates service covers single lets, shared houses and portfolios, and we can combine the check with an annual service on the same visit. Spring is a good time to review your renewal dates for the months ahead.
We work with landlords right across our area, including boiler service in Crewe and boiler service in Stafford. To book or to plan a run of renewals, call 07896 677083.
Frequently asked questions
Is a CP12 the same as a gas safety certificate?
Yes, in everyday use. The legal document is called a landlord gas safety record. CP12 was the name of the old CORGI form and it has stuck, so landlords, agents and engineers still use CP12, gas safety certificate and gas safety record to mean the same thing.
Does my letting agent handle the gas safety check?
It depends on your agreement. Many fully managed services arrange the check, but the legal responsibility stays with the landlord unless your contract clearly transfers it to the agent. Check your terms in writing and ask the agent to send you a copy of every record.
What happens if my gas safety certificate expires?
An expired record means you are no longer meeting the legal requirement, and the appliances have not been confirmed safe. Book a check immediately. Landlords who fail to comply can face enforcement action by the HSE, and a lapse can also cause problems with insurance and with some tenancy procedures.
Can I carry out the gas safety check myself?
No, unless you are a Gas Safe registered engineer qualified for the appliances involved. The Regulations require the check to be done by a registered engineer, and the record must carry their registration number. You can verify any engineer's registration and qualifications on the Gas Safe Register website before they visit.
Sources and further reading
Gasmaster Plumbing & Heating has served Stoke-on-Trent since 2005. Every article is written by our Gas Safe registered engineers (reg. 220932) from day to day work on boilers, heating and gas appliances across Staffordshire, Cheshire and Derbyshire.
