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Gas safety record cover letter

Proving you served the gas safety record is as important as having it. This template creates the proof.

Compliance & safety · Updated 5 August 2026

Overview

A landlord must arrange an annual gas safety check by a Gas Safe registered engineer and give the record to existing tenants within 28 days, and to new tenants before they move in.

Why it matters

Failure to provide the record is a criminal offence and historically blocked possession routes. Proof of service, not just the certificate, is what protects you.

Legal requirements

  • Annual check by a Gas Safe registered engineer on every relevant appliance and flue.
  • Give the record to existing tenants within 28 days of the check.
  • Give it to new tenants before occupation.
  • Keep records for at least two years.

Common mistakes

  • Leaving the certificate on the kitchen worktop with no record of service.
  • Missing the anniversary date and creating a gap in cover.
  • Assuming a property with no gas supply needs nothing recorded — note it instead.
  • Not documenting access refusals.

Practical guidance

  • Email the record and keep the sent item, or get a signed acknowledgement.
  • Book next year''s check when the engineer leaves, up to two months early without losing the anniversary.
  • Store the PDF in the property file so it can be produced in seconds.
  • Where the tenant refuses access, write each time and keep the letters.

The template

Replace everything in [SQUARE BRACKETS] with your own details before use.

GAS SAFETY RECORD — COVERING LETTER

[LANDLORD NAME]
[ADDRESS FOR SERVICE]
Date: [DATE]

Dear [TENANT NAME(S)],

Property: [FULL PROPERTY ADDRESS]

Please find enclosed the current Landlord Gas Safety Record for the property.

Date of check: [DATE]
Engineer: [NAME], Gas Safe registration number [NUMBER]
Appliances checked: [LIST]
Result: [PASS / ACTIONS REQUIRED — DETAIL]
Next check due by: [DATE]

Please keep this with your tenancy documents. If you ever smell gas, call the National Gas Emergency Service on 0800 111 999 immediately and then let me know.

Access for next year''s check will be arranged in writing with at least 24 hours notice.

Please reply to confirm you have received this record.

Yours sincerely,
[LANDLORD NAME]

Frequently asked questions

How quickly must the gas safety record be given?

Within 28 days of the check for existing tenants, and before move-in for new tenants.

How long should I keep gas safety records?

At least two years, though keeping them for the whole tenancy plus six years is safer.

What if the tenant will not let the engineer in?

Write each time offering dates, keep every letter, and escalate only after documenting repeated attempts.

This template is general information for UK landlords and letting agents, not legal advice. Rules differ across England, Wales, Scotland and Northern Ireland — check your local requirements or take advice before relying on it.