Landlord's Gas Safety Records Check

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If you are a landlord, it’s important that you know what’s required of you, especially when it comes to gas safety, because if you don’t, your tenant’s lives could be in danger. A Gas safety check must be carried out at least once a year on every relevant gas appliance and relevant chimney/flue owned by the landlord and provided for the tenant to use. Checks must be carried out new gas appliances within 12 months of installation.

What You Need to Look Out For

When tenants leave a property, landlords must ensure that gas appliances and fittings are safe before re-letting. This is important as the previous tenants may have damaged or removed appliances and left uncapped, open-ended gas pipes. Before the property is re-let, landlords must provide the new tenants with a current gas safety check record.

Did You Know?

September is usually a busy time of year for new tenants especially as this as students move into their new digs and gas heating appliances are turned on for the first time as the weather gets colder.

What’s Included as Part of an Annual Gas Safety Check?

It’s important to know what’s included in the Gas Safety Check so you don’t get caught out. Here’s what you need to look out for:

Visual inspection of the gas installation, appliance(s) location, terminal, chimney/flue route/position and signs of incomplete combustion
Casings and combustion chamber and seals
Gas meter/emergency control valve for accessibility in an emergency, for maintenance and correct labelling
Appliance burner pressure or gas rate, or both where necessary
Combustion gas analysis where specified in the appliance manufacturer’s servicing and maintenance instructions
Ventilation is clear and sufficiently sized, etc
Flue flow and spillage testing where appropriate for correct operation of flue
All flame supervision devices and/or other safety controls for correct operation
Investigate any evidence of unsafe operation of appliances
Tightness test of the installation is recommended.

Electronic Copies of records

If you’re a landlord (or an engineer), you’re allowed to keep electronic copies of a gas record, as long as the electronic copy adheres to the following:

Can be reproduced in hard copy format when required (eg, for the tenant, the HSE, or housing department)
Is secure from loss and interference
Uniquely identifies the gas engineer who did the safety check

As the landlord, you’ll need to provide an electronic copy of the gas safety record if the tenant is happy to receive their copy electronically and can access it in this way. However, they must provide a paper copy if the tenant asks for it. A landlord or gas engineer (with landlord’s agreement) may send the electronic record directly to the tenant.

What information must be recorded?

A landlord’s gas safety record MUST contain the following:

A description of and the location of every appliance and/or chimney/flue checked
The name and signature of the person carrying out the check and either their registration number or the registration number of their employer
Electronic signatures are permissible
The date on which the appliance or chimney/flue was checked
The address of the property where the appliance and/or chimney/flue is installed
The name and address of the landlord (or agent, where appropriate)
Any defect identified and any remedial action taken.
A statement confirming that the safety check completed complies with the requirements of the gas safety (Installation and use) regulations 1998, regulation 26(9)

Where an engineer performs work on a gas appliance, they will need to also examine:

Effectiveness of any flue
Supply of combustion air
Operating pressure or heat input or, where necessary, both
Its operation so as to ensure its safe functioning

What are a Landlord’s responsibilities?

It can be a lot of information to digest if you’re a landlord, here we show you exactly what your obligations are when it comes to Gas Safety, so you’re never left confused again. Your obligations include:

To ensure that all landlord-owned appliances and flues provided for the tenant to use have a current gas safety check record
All gas work must legally be carried out by a Gas Safe registered engineer holding the required competence for the appliance(s) in or serving the rental property.
All safety checks must take place within 12 months of the previous check or, in the case of new gas appliances, within 12 months of being installed, whichever is later
If a new tenancy begins within the 12 months between gas safety checks, the landlord must provide a copy of a valid gas safety check record before they move in or carry out a new gas safety check if preferred
The tenant must receive a copy of the gas safety check record within 28 days of the check being completed
The record of each safety check must be kept for a minimum of two years
If occupancy is for fewer than 28 days, for example, rented holiday accommodation, a copy of the gas safety check may be displayed in a prominent position within the accommodation concerned
Ensure that all relevant appliance(s) and flues are maintained in a safe condition

For a more comprehensive guide on your landlord responsibilities follow this link

Gas Safety Certificate for Landlords

You can only be issued with one of these by a registered gas engineers. They normally cost between £30 and £50.

How Often Should Installation Pipework Be Maintained?

As a Landlord, you have a duty to maintain gas pipework for the properties they let. This is a separate and distinct duty from the annual safety check requirement, but can and should be undertaken at the same time. There is no formal or legal requirement to keep pipework maintenance records. However, landlords would need to prove, if asked, that they have regularly maintained installation pipework – from meter or emergency control valve in the case of an LPG installation, to appliance – and have completed any required repairs.

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