Managing gas safety across a portfolio is an administrative problem more than a technical one. The check itself is routine. What costs an agency time is chasing tenants for access, tracking expiry dates across dozens of properties, matching certificates to references and getting landlord approval for remedial work.
We work with agents on that basis. You send a schedule, we handle the rest and return documents in a form your system can file.
How we work with agencies
- You send a spreadsheet of addresses, property references, tenant contacts and current expiry dates.
- We batch the visits geographically and book directly with tenants, offering time windows rather than whole days.
- Certificates are returned as PDFs named against your property reference, the same day as the visit.
- Remedial items are quoted separately so you can get landlord approval before anything is carried out.
- Renewal dates are tracked on our side too, with reminders at thirty days, so nothing depends on one person remembering.
- Expiry dates are gradually aligned so a portfolio settles into predictable annual batches.
Access, the part that actually costs you money
Failed access is the single biggest source of wasted cost in portfolio compliance, and it is usually a communication problem rather than an obstructive tenant. We contact tenants ourselves, offer a window, follow up rather than abandoning after one no answer, and tell you promptly when a property genuinely needs your intervention.
Where access is refused we record the attempts so the landlord has evidence of reasonable steps taken. That record belongs in the compliance file alongside the certificate.
Remedial work without the back and forth
When a check turns up a defect, we send you a short written description, the classification, what is required and a price, so you can put a single clear decision in front of the landlord. If it is approved we return and re-issue the certificate. If it is not, the record stands as it is and the appliance stays isolated where safety requires it.
Being a small local firm helps here: the person who inspected the property is the person who explains the defect, so nothing is lost between a call centre and an engineer.
What else we can pick up in the same visit
- Annual boiler servicing alongside the safety check, which keeps manufacturer warranties valid.
- Between tenancy plumbing work such as taps, showers, isolation valves and toilet repairs.
- Power flushing, magnetic filter fitting and TRV replacement where a system has been neglected.
- Boiler replacement quotes for appliances that are approaching end of life rather than failing suddenly.
- 24/7 emergency cover for tenanted property, so an out of hours no heat call has somewhere to go.
Areas we cover for agency work
Scottish Borders and Berwickshire are our home ground and get the fastest response. East Lothian and Midlothian are covered in regular planned runs. West Lothian is covered as scheduled batch visits, which works well for volume portfolios booked in advance.
Frequently asked questions
- Do you offer portfolio rates?
- Yes, from three properties certified in the same visit. The saving comes from travel time, so geographically grouped properties price better than scattered ones.
- Can you deal with tenants directly?
- Yes, and it is usually faster. Send the tenant contact details with the schedule and we will arrange the appointments and chase access ourselves.
- How are certificates returned?
- As PDFs the same day, named against your property reference, with copies held on our records and reminders set thirty days before expiry.
- What if a property fails while the tenant is in it?
- The appliance is classified and made safe, the tenant is informed, and you get a written description with a price for the remedial work so the landlord can decide quickly. We re-issue the certificate once it passes.
- Can you take on a portfolio mid cycle with messy expiry dates?
- Yes. We work through the immediate expiries first, then bring dates together over one or two cycles so the portfolio settles into predictable annual batches.
Talk to us about your portfolio
Send a property list and expiry dates and we will come back with a batch schedule and portfolio pricing. No obligation, and no call centre in between.