What Is It?
A Landlord Gas Safety Record (CP12) is the formal record of an annual gas safety check on a rented property. It lists every gas appliance and flue inspected, records the results of the safety checks carried out on each one, identifies any defects, classifies any unsafe situations found, and states whether each appliance is safe to use. It is completed and signed by the Gas Safe registered engineer who carried out the check. It is a record of the safety check — not a guarantee or service certificate — and reflects the condition of the gas installation on the date of inspection.
About This Template
The Landlord/Homeowner Gas Safety Record — widely known as the CP12 — is the document produced when a Gas Safe registered engineer carries out the annual gas safety check required under the Gas Safety (Installation and Use) Regulations 1998. Landlords in England, Wales and Scotland must have every gas appliance, fitting and flue in their rented properties checked for safety every 12 months, and must give the tenant a copy of the record within 28 days of the check, and to new tenants before they move in. Only a Gas Safe registered engineer may carry out the inspection and complete the record. A clear, accurate record protects tenants, satisfies the landlord's legal duty and provides an audit trail if the property is ever inspected.
When to Use
- Every 12 months for every rented property, as required by the Gas Safety (Installation and Use) Regulations 1998
- Before a new tenancy begins, so the incoming tenant can be given a copy before they move in
- When a new gas appliance is installed in a rental property and its safety needs to be recorded
- When a managing agent or local authority requests evidence that the annual gas safety check is current
- When taking on a new rental property, to establish that a valid, in-date gas safety record exists
- When an existing record is due to expire, allowing time to arrange the check and address any defects
What to Include
- Property address, landlord or managing agent details, and the date the safety check was carried out
- Gas Safe registered engineer details: name, the business name, the Gas Safe registration number and the engineer's licence/ID card number
- Appliance details for each appliance: location, type, make and model, and whether it is owned by the landlord or the tenant
- Appliance inspection results: operating pressure and/or heat input, condition of the appliance, and whether it could be inspected
- Safety device check: confirmation that flame supervision and other safety devices operate correctly
- Ventilation check: confirmation that ventilation provision is present, adequate and unobstructed for each appliance
- Flue performance: visual condition of the flue and the result of the flue flow test and the spillage test where applicable
- Combustion analysis: combustion performance readings where the appliance type and manufacturer's instructions require a combustion analyser to be used
- Defects identified for each appliance, the remedial action required, and confirmation of whether the appliance is safe to use
- Classification of any unsafe situation found — Immediately Dangerous (ID) or At Risk (AR) — in line with the Gas Industry Unsafe Situations Procedure
- Record of any warning notice or warning label issued, and whether the appliance or supply was turned off with the customer's permission
- Number of appliances tested, the next safety check due date, and the engineer's signature, plus space for the landlord and tenant to acknowledge receipt
Tips
Only a Gas Safe registered engineer may carry out the check and complete the record — always confirm registration and check the engineer's ID card covers the appliance types being inspected
Classify any unsafe situation correctly as Immediately Dangerous or At Risk using the Gas Industry Unsafe Situations Procedure, and follow the procedure for warning notices and turning appliances off with permission
Give the tenant a copy of the record within 28 days of the check, and give any new tenant a copy before they move in — keep dated proof that the copy was provided
Record appliances the tenant owns clearly: the landlord's annual check duty covers the flues, pipework and appliances the landlord is responsible for, and the record should distinguish these
Keep each completed record for at least two years; the next check should be carried out within 12 months of the last one, and arranging it in good time avoids the record lapsing
