A landlord gas record example is useful when you want to check that your certificate contains the right information before a tenancy starts or an inspection is due. But it is not a form to copy and fill in yourself. A valid Landlord Gas Safety Record must be completed after the right checks by a Gas Safe registered engineer.
For landlords, the paperwork matters because it proves the annual gas safety check has been carried out. More importantly, it gives you a clear record of whether the gas appliances and flues your tenant relies on have been checked for safe operation.
What is a Landlord Gas Safety Record?
A Landlord Gas Safety Record, often called a landlord gas certificate or CP12, records the outcome of a gas safety check at a rented property. In England, landlords are generally required to arrange this check every 12 months for gas appliances, pipework and flues they provide for tenants.
The record is not the same as a boiler service. A gas safety inspection checks whether equipment is safe to use at the time of testing. A full boiler service goes further, following the manufacturer’s service requirements to inspect, clean and maintain the boiler. In many rental properties, arranging both at the same visit makes practical sense, but they are different jobs.
You must give a copy of the current record to a new tenant before they move in. Existing tenants should receive their new record within 28 days of the check. Keep your own copy for at least two years.
Landlord gas record example
Every Gas Safe engineer may use a slightly different layout, but a proper record should cover the same essential details. Here is a simplified example of what you would expect to see.
Landlord Gas Safety Record
Property address: 14 Example Street, Leeds, LS1 1AA Landlord or managing agent: J Smith Properties Ltd Inspection date: 12 August 2026 Next inspection due: 11 August 2027 Gas Safe engineer: A Patel Gas Safe registration number: 123456
Appliance 1: Ideal Logic boiler Location: Kitchen cupboard Appliance type: Gas combination boiler Checks completed: Gas tightness, operating pressure, burner operation, flue flow, ventilation, safety devices and signs of unsafe combustion. Result: Safe to use.
Appliance 2: Gas hob Location: Kitchen Appliance type: Four-burner gas hob Checks completed: Burner ignition, flame picture, stability, gas connection and ventilation. Result: Safe to use.
Defects found and action taken: Boiler condensate pipe insulation damaged. Landlord advised. No immediate danger identified. Engineer signature: A Patel Landlord or agent signature: J Smith Properties Ltd
The actual record may include more technical measurements and inspection results. What matters is that it clearly identifies the property, the appliances checked, the engineer who carried out the work, the date, the findings and any defects or remedial action needed.
What a valid record must include
A certificate that only states “gas check completed” is not enough. Your landlord gas record should identify each appliance or flue checked, usually with its make, model, type and location. This removes doubt where a property has more than one boiler, fire, cooker or gas heater.
It should also show the engineer’s name and Gas Safe registration number, the date of the check and the rented property address. Most importantly, it must record the results of the safety checks, including defects found and what action was taken or recommended.
If the engineer identifies something unsafe, the record should make that clear. Depending on the fault, an appliance may be labelled as at risk or immediately dangerous and taken out of use. That can be inconvenient, especially if it is the boiler in winter, but leaving unsafe gas equipment operating is not an option. A reliable engineer will explain the issue plainly, tell you what needs doing and provide a practical route to get the heating or hot water restored safely.
Which appliances are covered?
The annual check applies to gas appliances supplied by the landlord. This commonly includes the boiler, gas fire, gas cooker or hob, and any flue or landlord-owned gas pipework serving them.
A tenant’s own gas appliance can be more complicated. For example, a tenant may bring their own gas cooker into the property. The landlord is not normally responsible for the appliance itself, but they still have duties around the gas supply and pipework they provide. Tell the engineer what belongs to the property and what has been added by the tenant so the scope of the inspection is clear.
Communal systems need careful attention too. If a landlord provides gas appliances in shared areas, such as a boiler serving a communal hallway or laundry room, those must be included in the relevant safety arrangements. Flats with individual boilers often need their own separate records.
Common mistakes that cause trouble
The most common problem is allowing the certificate to expire. Put the next inspection date in your diary as soon as the current record is issued. You can have a new check completed in the two months before the expiry date while keeping the original anniversary date, provided the existing check was done correctly and on time.
Another mistake is assuming a boiler service automatically creates a landlord gas record. It might do if the engineer completes the required landlord safety checks and issues the right documentation, but do not assume. Ask for the Landlord Gas Safety Record and check you have received it.
Landlords also get caught out by sending a certificate late or failing to retain old records. Keep a digital copy as well as the original paperwork. If you use a letting agent, agree clearly who arranges the annual inspection, who receives the certificate first and who makes sure the tenant gets a copy. The legal duty remains with the landlord, even where an agent manages the property.
Finally, do not book a general handyman or rely on an engineer who cannot show the correct Gas Safe registration. Gas work is not a place to cut costs. The cheapest appointment can become expensive if an incomplete inspection leaves you without compliant paperwork or, worse, misses a genuine safety fault.
What to do if your record shows a fault
Read the defects section rather than filing the certificate away straight after the visit. Some notes are advisory, such as improving access to an appliance or replacing worn insulation. Others need prompt repair before the appliance can stay in use.
Where a boiler or heating appliance has been switched off for safety, act quickly. Ask for a clear quote for the repair, whether parts are available and whether there is a safe temporary option. A fix may be straightforward, such as replacing a damaged flue component or correcting poor ventilation. If an older boiler has repeated faults, replacement can sometimes be better value than a string of repairs, particularly where tenants depend on it for heating and hot water.
GasPlumb can carry out landlord gas safety checks, boiler servicing and repairs across Leeds, so landlords do not have to chase separate trades when an inspection finds a problem.
Arrange the check before it becomes urgent
A current Landlord Gas Safety Record is one of those jobs that is easy to forget until a tenant asks for it, a move-in date is close or a boiler fault appears. Booking ahead gives you more choice of appointment and time to deal with any issue properly. Keep the record, send the tenant their copy and treat any defect as a job to be resolved, not a note for later.
