Gas safety records: what to keep and for how long
A Gas Safety Record (CP12) must be renewed every 12 months and given to tenants. Councils and the HSE can ask to see your paperwork trail, so keeping organised records matters as much as the annual ch
5 min read · Updated 2 August 2026
Overview
A Gas Safety Record (CP12) must be renewed every 12 months and given to tenants. Councils and the HSE can ask to see your paperwork trail, so keeping organised records matters as much as the annual check itself.
What the record must show
The engineer's Gas Safe registration number, the address, each appliance checked, and any defects found and rectified.
How long to keep records
Keep the current record and at least the previous two years so you can show an unbroken history if asked.
Giving copies to tenants
New tenants must receive a copy before moving in; existing tenants within 28 days of the check.
What if access is refused
Keep dated evidence of every attempt to gain access, since this can support your defence if enforcement follows a missed check.
Frequently asked questions
Do I need a Gas Safety Record for an all-electric property?
No, but any gas appliance owned by the landlord in a shared building can still require a check even if the let unit itself is electric only.
Can I do the check myself if I am Gas Safe registered?
Yes, provided you are the registered landlord and hold a valid Gas Safe registration covering the appliance types being checked.
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This guide 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 acting.