Landlord gas safety certificates: what the check includes and how the cycle works

What the gas safety check actually includes

The check is about safety, not performance. The engineer works through every gas appliance in the property that the landlord is responsible for, plus the installation that feeds them.

• Gas tightness test on the installation to confirm there is no leakage.
• Correct operating pressure and gas rate at each appliance.
• Combustion analysis, so the appliance is burning correctly rather than producing carbon monoxide.
• Flue integrity and flue flow, including the visible route and terminal position.
• Adequate ventilation for the appliance type, and that vents have not been blocked or covered.
• Safety devices and controls operating as designed, including flame supervision.
• Physical condition and stability of the appliance and its pipework.

What is not included, and why that matters

A safety check is not a service. A service cleans and maintains the appliance so it keeps running reliably and, importantly, keeps its manufacturer warranty valid. A safety check confirms the appliance is safe on the day it is inspected.

The two are often done in the same visit, which is normally the sensible option and cheaper than two separate appointments, but they are separate pieces of work with separate paperwork. If a quote sounds unusually cheap, check which of the two you are actually buying.

What must appear on the certificate

• The address of the property inspected and the date of the check.
• The name, signature and Gas Safe registration number of the engineer.
• A description and location of every appliance and flue tested.
• The results of each test, with any defects identified.
• Whether each appliance passed, and any action taken or required.
• Confirmation of any appliance that could not be tested, and why.

Timing and the annual cycle

The check is due every twelve months. You may have the check carried out in the last two months of the existing certificate without shortening the cycle, which is the sensible window to work in: it gives room for remedial work without a gap in cover.

You must give the tenant a copy of the record within 28 days of the check, and any new tenant must get a copy at the start of their tenancy. Records should be kept for at least two years.

We file every certificate digitally and set a reminder thirty days before expiry, so the visit is booked before the deadline rather than after it. For landlords with several properties we align the dates over a cycle so the whole portfolio is covered in one planned visit each year.

What happens if something fails

If an appliance is unsafe, the engineer will classify it and, with permission, disconnect or cap it. An immediately dangerous appliance cannot be left in use. An at risk appliance should be turned off until the fault is corrected. Both outcomes are recorded, and the tenant is informed.

In practice most failures we find are fixable the same day or within a few days: blocked ventilation reinstated, a corroded flue terminal replaced, a faulty safety device swapped. We quote remedial work separately so you can approve it before we proceed, and we re-issue the certificate once the property passes.

Access, tenants and refused entry

Access is the most common reason certificates lapse. We contact tenants directly where you would rather we did, offer a time window instead of a whole day, and try again rather than treating one missed appointment as the end of it.

Where access is genuinely refused, we record the attempts on our records so you have evidence that you took reasonable steps. That paper trail is worth having.

Frequently asked questions

How often does a landlord gas safety check have to be done?

Every twelve months, by a Gas Safe registered engineer. You can carry out the check in the final two months of the current certificate without losing any of the remaining period.

Is a CP12 the same as a boiler service?

No. The safety check confirms the appliance is safe. A service cleans and maintains it and is normally what keeps the manufacturer warranty valid. We often do both in one visit, which costs less than two appointments.

Do I need a certificate for LPG appliances?

Yes. The duty covers LPG as well as mains gas, which matters across a lot of rural Borders and Berwickshire lets. Oil fired heating sits outside the gas regime but still needs annual servicing.

Do gas cookers and fires need to be on the certificate?

Any gas appliance the landlord is responsible for must be checked and recorded, so a boiler, a gas fire and a gas hob would all appear. Appliances the tenant owns are treated differently, though the connecting installation and flue are still the landlord's responsibility.

When do I have to give the tenant a copy?

Within 28 days of the check for a sitting tenant, and at the start of the tenancy for a new one. We send you the PDF the same day so this is easy to do straight away.

Can you certify several properties at once?

Yes, and it is cheaper. Send us your address list and expiry dates and we will group them into a single planned visit, then align the renewal dates so it stays that way.