CP12 gas safety record: who needs one, how long it lasts and what goes on it

A CP12 is the landlord gas safety record: proof that a Gas Safe registered engineer has checked every gas appliance and flue in a rented property. Landlords in Great Britain need one every 12 months. They must give tenants a copy within 28 days of the check, or before a new tenant moves in, and keep the record until two further checks have been done, about 2 years. Only a Gas Safe registered engineer can do the check.

This page covers who needs one, how the dates work, what goes on it and what to do when the check finds a fault.

What is a CP12?

It is the old name for the landlord gas safety record. HSE says the record was previously referred to as a gas safety record, certificate or CP12 form, and it is now called the "Landlord gas safety record". Most people, including landlords and letting agents, still say CP12 or gas safety certificate. They mean the same document.

There is no single official form. HSE says Gas Safe Register does not produce its own form, but many retailers do. A landlord can design their own record, as long as it goes to the engineer to fill in before the check.

Who needs a CP12?

Any landlord who rents out a property they own under a lease shorter than 7 years, or under a licence, and who provides gas appliances or flues for the tenant to use. HSE's list includes private landlords, housing associations, local authorities, hotels and B&Bs, colleges, boarding schools and hostels.

Some cases that catch people out, all from HSE:

• A lodger who pays you rent makes you a landlord, so you need the check.
• If you employ domestic staff who live in your home, you are classed as a landlord.
• If you own a shop and rent out the flat above, domestic gas duties apply to the flat.
• An empty property still needs an up to date record ready to give the new tenant before they move in.
• A family member staying rent-free is not covered by the regulations, though HSE strongly recommends servicing the appliances.

Tenants are responsible for gas safety checks on their own appliances. The landlord is responsible for the appliances and flues they provide, plus parts of the pipework. HSE recommends including all flues in the check, even where they do not serve a landlord's appliance.

This is Great Britain only. Regulation 36 of the Gas Safety (Installation and Use) Regulations 1998 applies in England, Wales and Scotland.

How often is a CP12 needed, and how long does it last?

Once a year. Each appliance and flue needs a check every 12 months, and before any new tenancy starts you must make sure the checks were done within the previous year. A new appliance must be checked within 12 months of installation. The record stays current for 12 months from the date of the check, so if a new tenancy starts inside that window you can copy the same record to the new tenant.

Since 2018 there is a flexible window. You can have the check done up to 2 months before it is due and still keep the original deadline, as if the check had happened exactly 12 months after the last one.

That table is worked arithmetic from HSE's rule, not a real property. If you take up the early window, HSE says you must be able to show you complied with the timescales. Under regulation 36(3)(c), you keep each record until two further checks of that appliance or flue have been done. HSE's plain version is "at least two years".

What must be on a landlord gas safety record?

HSE lists the minimum contents. The record must show:

• a description and the location of each appliance or flue checked
• the name, registration number and signature of the engineer
• the date each appliance or flue was checked
• the address of the property
• the name and address of the landlord, or their agent
• any safety-related defect found and any action taken
• confirmation that the check included the examinations set out in regulation 26(9): the flue, the combustion air supply, the operating pressure or heat input (or combustion performance), and safe operation

Usually one record covers all the appliances and flues. Landlords do not have to sign it, but their name and address, or their agent's, must be on it. A record given to you after 1 April 2009 is only valid if the engineer is on the Gas Safe Register.

You can keep records electronically, if the copy can be reproduced on paper, is secure from loss and interference, and uniquely identifies the engineer, for example by a signature or licence number.

Who can carry out the check?

Only a Gas Safe registered engineer. HSE says a former gas fitter who is no longer registered cannot do it, and a registered engineer must not knowingly sign off work done by someone who is not registered. Both can face prosecution. Under regulation 3 of the same regulations, nobody may carry out work on a gas fitting unless they are competent.

HSE advises checking that the engineer is competent for the type of gas work involved. That is marked on the back of the Gas Safe Register card. A plumber who is not registered may do the "wet work" on a heating system, such as water pipes and radiators, but any work on the boiler itself and the final connection of pipework to it must be done by a registered engineer.

Is a CP12 the same as a boiler service?

No. HSE says you should not assume that an annual service inspection includes the points required by a safety check, or that a safety check on its own is enough for maintenance. Ask for both in writing if you want both on the same visit.

What happens if the engineer finds a fault?

The engineer issues the record when the check is complete. HSE says it should not be held back because defects were found, or until the repair is done. The landlord must then take prompt action on any defect, and make sure an unsafe appliance is not used until it is fixed. HSE calls the record a "living document", and says landlords should add records of follow-up work to it.

If an engineer switches off a heating appliance because it is unsafe, the landlord has to provide the tenant with emergency heating while the repair is arranged.

If anyone suspects a gas leak, HSE's advice is to call the National Gas Emergency number on 0800 111 999, open the doors and windows, and shut off the gas at the meter if they know where it is.

When must the tenant get a copy?

Existing tenants must get the latest record within 28 days of the check being completed. New tenants must get it before they move in. An electronic copy is fine if the tenant is happy with that and can open it, but they can still ask for paper. In England, since 1 October 2022, landlords must also provide a carbon monoxide alarm in any room used as living accommodation that has a fixed combustion appliance, excluding gas cookers.

What if the tenant will not give access?

Keep a record of everything. HSE recommends leaving a notice saying you tried to complete the check, with your contact details, then writing to explain it is a legal requirement for the tenant's own safety and offering them a chance to book their own appointment. HSE inspectors look for repeated attempts, and it is ultimately for a court to decide what was reasonable. You must not use force to enter.

How do you keep track across a portfolio?

Each property has its own date, so twenty rentals means twenty deadlines and twenty copies to send within 28 days. If a job is ever challenged, a dated, complete record is your evidence. Kade, Nexley's founder, puts the general problem this way: "it's far too manual and it all just lives in your head as the business owner."

The fix is dull and reliable. One list with the property, the check date and the deadline. One folder per address. A reminder sent early enough to book the visit. Our guide to file naming conventions in construction covers a simple naming scheme, and maintenance contracts for trades covers turning a yearly check into repeat work.

Where Nexley fits

Nexley is practical AI for UK trades that works through WhatsApp. It does not carry out the gas safety check and it never signs a record. Only a Gas Safe registered engineer does that.

What it does is the paperwork around it. It sends gas safety reminders to landlords and customers, on the owner's schedule, so the renewal lands before the deadline and turns into a booking. It can file each record against the property, so you can find it by address, and track every expiry across a portfolio. You keep control of the wording and the standard.

See the back office page, how AI works for plumbers, or try it free for 7 days, no card needed.

Common questions

How much does a CP12 cost?

There is no official fee. Each engineer or company sets its own price, usually based on the number of appliances and flues. Get a quote that says what is included, and whether the price covers a service as well.

Is a CP12 a legal requirement?

For landlords who provide gas appliances or flues in a rented property in Great Britain, yes. It comes from regulation 36 of the Gas Safety (Installation and Use) Regulations 1998.

Can a landlord do the gas safety check themselves?

No. Only a Gas Safe registered engineer can carry out the check, even if the landlord used to be a gas fitter.

Do I need a new CP12 for every new tenant?

Not always. Before a new tenancy starts you must have a record that is current, meaning the check was done in the previous 12 months. If it is, you can copy that record to the new tenants.

Is a gas safety certificate the same as a CP12?

Yes, in everyday use. HSE's current name is the landlord gas safety record.

Sources

This page is general guidance, not legal advice.

• HSE, Gas safety check records and what to keep (hse.gov.uk)
• HSE, Gas safety checks: who needs them (hse.gov.uk)
• HSE, Gas safety checks: what needs them (hse.gov.uk)
• HSE, Gas safety checks: what if (hse.gov.uk)
• HSE, Gas safety check: who can do it (hse.gov.uk)
• HSE, Dealing with tenants (hse.gov.uk)
• HSE, Gas safety for landlords and letting agents (FAQ) (hse.gov.uk)
• legislation.gov.uk, Gas Safety (Installation and Use) Regulations 1998, regulation 36 (legislation.gov.uk)
• legislation.gov.uk, regulation 36A (flexibility in the timing of checks) (legislation.gov.uk)
• legislation.gov.uk, regulation 3 (competence and approval) (legislation.gov.uk)