You must provide existing tenants with a copy of the gas safety check record within 28 days of the check, and you must give prospective tenants a copy before they move in.
HSE timing and format
HSE allows electronic copies where the tenant is happy to receive them and can open them, but you must supply paper if they ask. The engineer should issue the record once the checks are complete, not hold it back while repairs are planned. Landlords then add notes of any follow-up work.
Keep records for at least two years. If you use the two-month early-renewal rule, keep them until two further checks have been carried out.
Shared houses and short stays
HSE says that for occupancies of less than 28 days you should display a legible copy in a prominent place. Where an appliance is not in a room tenants use, you may display the record and tell tenants how to obtain their own copy at the start of the tenancy. Posting a copy on the wall is not a way to avoid giving a copy when a tenant asks.
Booking the next record
Safety Certificate’s Greater London domestic gas certificates start at £59 for one appliance. Ask for the record to be issued on completion so you can send it to tenants inside the 28-day window.
Frequently asked questions
When must landlords give tenants the gas safety record?
HSE says existing tenants must receive a copy within 28 days of the check. Prospective tenants must receive a copy before they move in. An electronic copy is allowed if the tenant can access it; a paper copy must be given if they ask.