Landlord gas safety certificates: what the law requires

If a rental property has gas appliances, you need a gas safety record (often called a CP12) every year. You'll also need its date and a copy for the PRS database registration.

Certificate expiry checker

The rules

Every 12 months, every gas appliance and flue you provide must be checked.
Only a Gas Safe registered engineer can carry out the check.
Give existing tenants a copy within 28 days of the check. New tenants must get it before they move in.
Keep records for at least two years. If you renew early (see below), keep them until two further checks have been done.

Renew early without losing your date

You can have the check done up to 2 months before it's due and keep the original expiry date. For example, if your record runs out on 30 June, a check on 5 May still gives you a new deadline of 30 June next year. This makes it easier to fit around tenants and engineers.

What the record shows

The record lists each appliance and flue checked and where it is, the engineer's name, registration number and signature, the date, the property address, the landlord or agent details, and any defects with the action taken.

Keeping track

The Register-Ready Workbook works out every property's gas, EICR and EPC expiry dates and flags them amber 60 days before they're due. The letter pack includes a covering letter for sending tenants their copy.

All three deadlines in one spreadsheet

The Landlord Register-Ready Workbook holds every field the registration service asks for, tracks your certificates with red/amber/green alerts, and turns your rent and expenses into Making Tax Digital quarterly totals. One payment, no subscription. Works in Excel and Google Sheets.

Buy the workbook — £19

Source: HSE Gas safety record: what landlords need to know. Not legal advice.

General information, not legal or tax advice. Checked against GOV.UK on 30 September 2026. Rules change — always confirm on GOV.UK.