Landlord gas safety rules explained

The duty applies to each gas appliance and flue provided by the landlord. The check is about safety on the day and must be carried out by a Gas Safe registered engineer. Keep the completed record and make sure the tenant receives the information required for their tenancy.

Do not describe a gas safety check as a service. The check and maintenance have different purposes. A service addresses maintenance, while the safety check records whether the relevant appliance and flue are safe at the time. HSE says landlords should not assume one covers the other.

Hem London is not Gas Safe registered. Gas work booked through Hem is carried out by Gas Safe registered engineers Hem works with. Ask the engineer for the relevant Gas Safe identity details before gas work begins.

Before booking, list the gas appliances and flues that the landlord provides and make sure the engineer can reach them. Tell the tenant what access is needed. If an appliance is not available for inspection, read the record carefully to see what the engineer has recorded and arrange the appropriate follow-up rather than treating an incomplete visit as a completed check.

An existing tenant should receive the gas safety record within 28 days of the check. A new tenant should receive it before moving in. Keep evidence of when the record was provided, not just the certificate itself, so your file shows what happened and when.

If a tenant asks about the record, respond with the relevant document and keep your own copy. If the property changes hands or a managing agent becomes involved, agree who is holding the records and who is arranging the next check. The legal duty remains something the responsible landlord must confirm.

The check may be completed up to two months early while keeping the original anniversary date. That can help a landlord plan visits without gradually moving the annual date earlier. Record the date clearly and do not assume that an early check removes the need to track the next anniversary.

A missed appointment is not the same as a completed check. If a tenant refuses access, HSE expects at least three documented attempts, including written notice. Keep the dates, messages and letters. Continue taking reasonable steps to arrange the check and retain the evidence.

Follow the Gas Safe registered engineer's instructions immediately. Do not relight, alter or repair the appliance yourself, and do not ask a tenant to keep using equipment that has been identified as unsafe. If anyone smells gas, they should leave the property and contact the emergency gas service rather than investigating the appliance.

Arrange any remedial work through a Gas Safe registered engineer. The safety check record should not be treated as proof that every maintenance need has been dealt with. Keep any follow-up paperwork with the original record and tell the tenant what has been made safe.

Keep one property file for the appliances, flues, current gas safety record and evidence that it was given to the tenant. Put the next anniversary in your own reminder system. Before the visit, confirm access to every relevant appliance and tell the tenant that the engineer needs to inspect the installation.

After the visit, read the record rather than filing it unopened. Note any appliance that was not checked, any warning or recommendation, and any follow-up work. If your property has a managing agent, make sure both of you know who is responsible for arranging the next check and sharing the record.

These rules are a summary, not legal advice. The HSE guidance is the current source to check when circumstances are unusual, such as access problems, changes to appliances or a change of landlord.

A simple record can include the property address, appliance details, check date, engineer's details, date the tenant received the record and the next date to arrange. Keep it factual. If the engineer identifies a problem, record the action taken and retain the follow-up paperwork instead of deleting the original record.