Annual deadline tracking
Record the current deadline, not a vague note that the check was done sometime last year.
Annual gas safety reminders
Gas Safety Certificate Reminders for Landlords
Put every property’s gas safety renewal date in one ledger and get reminders before it lapses — including the two-month retained-deadline window.
£5.99/month or £59.90/year · unlimited properties · cancel any time
Early-window planning
See the point two calendar months before the deadline when an early check can usually retain the existing renewal date.
Persistent overdue alerts
An overdue item stays in the daily reminder until you record the new date.
Certificate storage
Keep the latest landlord gas safety record beside the deadline it supports.
Stop treating gas safety as a vague annual task
Where the landlord supplies gas appliances or flues, the safety check is generally required every 12 months. The useful operational date is the legal deadline carried forward from the previous record, not merely the day somebody remembers to phone an engineer.
RentClock stores that deadline against the relevant property and starts warning well before it arrives. That creates room for engineer availability, tenant access problems and a cancelled appointment rather than relying on one heroic reminder the day before expiry.
Use the two-month early-check window properly
Health and Safety Executive guidance allows a check to be completed up to two calendar months before the existing deadline while retaining that deadline for the next cycle. For example, a 31 March deadline can normally be dealt with from 31 January without dragging the future renewal earlier.
The free gas renewal calculator shows the opening date for that retained-deadline window. RentClock then lets you record the actual compliance deadline and keep the new safety record with the property. The engineer still completes the check; the software handles the calendar arithmetic and reminders.
Keep the record and delivery duties visible
The job is not finished when the engineer leaves. Existing tenants must generally receive the latest gas safety record within 28 days of the check, while new tenants should receive it before moving in. HSE guidance also requires the landlord to retain the record.
RentClock provides a sensible home for the certificate, but landlords should separately retain evidence of delivery and any reasonable attempts to obtain access. The system does not force entry, contact an engineer or prove that a tenant received an email.
A practical renewal process
Book inside the early window, keep written access communications and allow time for another appointment. Once the check is complete, upload the record, provide the required tenant copy and update the deadline using the retained-date rules where applicable.
If a property has no supplied gas installation or the obligation genuinely does not apply, record that status rather than inventing a renewal date. Every property should reflect its real circumstances, not a generic template copied across the portfolio.
Why several reminders beat one calendar alert
A 60-day email gives time to check the existing record and contact an engineer. Later reminders narrow the margin without pretending the booking itself has completed the duty. If an appointment fails, the remaining alerts keep the deadline visible instead of allowing a dismissed notification to end the process.
Once the deadline has passed, RentClock can continue to report the item as overdue. That behaviour is deliberately annoying: an expired safety record should not quietly turn green because a single reminder was sent.
Gas records across several properties
Portfolio dates rarely line up neatly. One property may be inside the early window, another may have a completed appointment awaiting the record and a third may have an access problem. A separate ledger per address prevents one engineer booking from being mistaken for completion everywhere.
Keep the current record, the next legal deadline and access correspondence tied to the same property. If an agent manages part of the process, agree who uploads the final record and verifies the new date; shared responsibility without a named owner is how tasks fall through the cracks.
The working process
From missing date to controlled deadline
- Enter the current legal deadline shown by the existing record.
- Use the two-month window to choose a sensible booking date.
- Arrange access and retain written evidence of reasonable attempts.
- Give the completed record to the tenant within the required period.
- Upload the new record and confirm the next deadline.
Built for small landlords
Enough structure to stay ahead. None of the agent-suite clutter.
RentClock tracks dates and evidence. It does not pretend to replace official guidance, professional advice or council licensing checks.
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Questions before you sign up
Frequently asked questions
How often is a landlord gas safety check due?
Generally every 12 months for relevant appliances and flues supplied by the landlord.
Can the check be completed early?
HSE guidance permits it up to two calendar months before the deadline while retaining the original renewal date, provided the rules are followed.
When must an existing tenant receive the record?
Normally within 28 days after the check is completed.
Does RentClock book a Gas Safe engineer?
No. It records the deadline, stores the record and sends reminders; the landlord still arranges a suitably qualified Gas Safe engineer.
What happens when a deadline becomes overdue?
The item remains visible as overdue and can continue producing reminders until a replacement date is recorded.
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