Are you aware of the best practices for gas safety record-keeping as outlined by HSE?

As a landlord or letting agent, it’s your responsibility to ensure your annual gas safety CP12 certificate is issued on time and stored securely – as well as making sure tenants have a copy!

Sadly, I come across too many landlords and letting agents who aren’t entirely aware of their responsibilities when it comes record-keeping, which is why I’ve outlined some guidance (via HSE) below.

What is a CP12 certificate?

As you probably know, it’s absolutely vital a gas safety check is carried out every year, as well as within 12 months of installing a new appliance or flue provided to tenants. These checks need to be carried out by a professional Gas Safe registered engineer, and a CP12 certificate issued that states the appliances are safe.

This is a legal requirement for all landlords and letting agents, and must be arranged on an annual basis; no delays. Think of it as a bit like an MOT to regularly check the safety and running of gas appliances in your property.

TIP: Here’s what to look for when arranging your CP12 certificate.

What should your CP12 cover?

Your CP12 certificate should cover all connected gas appliances, including fires and gas ovens. Unfortunately, I’ve been to many a property where the landlords believe only the gas boiler has to be checked, or they claim, for instance, that the gas fire never gets used.

However, if an old fire is still connected to the gas and can be switched on, it must be tested and logged on your certificate. If it’s disconnected but still left in place, it doesn’t need to be tested, however I would still add it to the CP12 stating it’s disconnected – that way everything is documented and all parties are covered.

How long should you keep CP12 certificates?

According to the HSE website: “You must keep a record of the safety check for two years and issue a copy to each existing tenant within 28 days of the check being completed and issue a copy to any new tenants before they move in.”

Keeping a copy of your CP12 can either be the responsibility of the landlord OR letting agent, depending on what is outlined in your contract.

What if you lose your CP12 certificate?

The good news is that you can now request a digital CP12 certificate (rather than old-fashioned paper copies) which can be stored in the cloud and copies issued to tenants or sent to agents and heating companies whenever necessary. You can download a copy or check your CP12 easily online.

This is a sure-fire way to ensure you never lose your CP12 certificate. However, the company who issues your certificate must also keep a copy on file for two years, so you should be able to request an extra copy from them.

TIP: If you’re still using paper certificates, I’d recommend keeping an organised file system for all the properties on your books, if you don’t have one already.

Set reminders for when your CP12 is due

Remember, as a landlord or letting agent, you are responsible for ensuring your annual gas safety check and CP12 is issued in a timely manner. Even if I used a letting agent, I would always keep a reminder in my diary, and letting agents should keep notes and electronic reminders even if a property is currently empty.

I cannot believe in all my years that I’ve never actually come across a tenant who knows when their gas safety checks are due, or have been carried out, so you cannot rely on them to remind you of this.

How to find more information on gas safety

If you’re ever in any doubt of your responsibilities as a landlord or letting agent in regards to gas safety in privately rented properties, more information can be found on the HSE website and Gas Safe register. Remember, ignorance is not an excuse.

TIP: You may also find that getting the same company to conduct PAT (portable appliance testing) checks and an EPC report can work out cheaper than arranging separate companies and extra visits.

Conclusion

By now, you should have a much better idea of your responsibilities when it comes to gas safety record-keeping, and what is legally required of you as a landlord or letting agent. If ever in doubt, please check the links above to the HSE website or Gas Safe register.

How do you store your CP12 certificates? Let me know in the comments!