Every landlord in the UK has a legal responsibility to ensure that gas appliances in their rental property are safe. One of the key documents required for this is a gas safety record, also known as a CP12 certificate. While you must always use a Gas Safe registered engineer to carry out the inspection, many landlords look for a free gas safety record template to help keep track of inspections, appliance details, and engineer notes.
Whether you’re managing one property or a growing portfolio, having a template on hand can save time and help you stay organised. In this guide, we’ll cover what a gas safety record includes, why it’s important, and how you can use a free template effectively.
What is a gas safety record?
A gas safety record is a written document completed by a Gas Safe registered engineer after carrying out a gas safety inspection. It confirms that gas appliances, fittings, and flues in a property have been checked and are safe to use.
Although many people refer to it as a CP12 certificate (a term from when CORGI handled gas registrations), the correct term today is simply a gas safety record. It’s legally required for all rented residential properties in the UK, and landlords must provide a copy to their tenants within 28 days of the check.
What should a gas safety record include?
If you’re using a template or designing your own format, it’s crucial to include all the information that legally needs to be documented during a gas safety inspection. A complete gas safety record should have:
- The full address of the property inspected
- The name and Gas Safe registration number of the engineer carrying out the check
- The date of the inspection
- Description and location of each appliance checked (e.g. boiler in kitchen, gas hob in utility room)
- Results of the safety checks carried out on each appliance
- Any safety defects identified and action taken or required
- Confirmation that the appliances are safe to use
- The engineer’s signature
- The landlord’s name and address
It’s also useful to include space for notes or follow-up recommendations, particularly if repairs are needed or an appliance is marked as “at risk.”
Why use a gas safety record template?
Although engineers are responsible for issuing the official gas safety certificate, landlords benefit from using a well-structured template to keep digital or hard-copy records of inspections. It helps with:
- Tracking when the next gas safety check is due
- Ensuring no key details are missed
- Filing paperwork consistently across multiple properties
- Making it easier to share documents with letting agents, tenants, or maintenance teams
For self-managing landlords, this can reduce the stress of compliance and create a more professional system for property management.
Where can landlords get a free gas safety record template?
There are several reliable places to find downloadable or printable templates online. Some popular sources include:
- The official Gas Safe Register website
- Landlord associations such as the NRLA or British Landlords Association
- Property management software platforms that include document templates
- Free PDF or Word templates shared by industry blogs or forums
Make sure the template you choose follows the current legal requirements and includes all the necessary fields mentioned earlier.
Can landlords issue their own gas safety certificate?
No. A gas safety certificate must always be issued by a Gas Safe registered engineer. Even if you use a template for your own record-keeping, only a qualified professional can perform the inspection and legally certify the appliances.
That said, having a template ready can help streamline the process when the engineer visits your property. You can even ask them to fill it out using your preferred format as long as it includes all the required information.
Tips for managing gas safety records efficiently
To stay compliant and organised, here are a few practical tips for landlords:
1. Set calendar reminders
Book inspections in advance and avoid leaving things to the last minute. Annual checks are required, so setting up a reminder a month before expiration can help you stay on top of it.
2. Keep both digital and paper copies
Store scanned versions of all gas safety records in a cloud folder or property management system. This protects you from lost paperwork and makes it easier to share with tenants or agents when needed.
3. Bundle services
Many engineers offer discounted rates if you combine your gas safety check with a boiler service or other landlord safety checks like PAT testing or EPC inspections.
4. Choose trusted engineers
Stick with reliable, Gas Safe registered engineers who are experienced with rental properties. Ask for references or check online reviews to ensure professionalism and compliance.
5. Share certificates promptly
You’re required to provide tenants with a copy of the gas safety certificate within 28 days of the inspection. For new tenants, the certificate should be given before they move in.
Final thoughts
A gas safety record is more than just a piece of paper—it’s proof that you’ve taken the steps to protect your tenants and meet your legal obligations as a landlord. Having a clear, well-designed gas safety record template can simplify the entire process, especially if you manage multiple properties or prefer to stay closely involved in property maintenance.
While you can’t legally complete the certificate yourself, using a free template is a smart way to stay organised and ensure that all essential information is properly documented. In the end, it’s about safety, compliance, and peace of mind—for both you and your tenants.
