When Landlords Must Give Tenants a Gas Safety Record
Completing the annual gas safety check is only part of the landlord’s job. The latest record must also reach the tenant at the right time, and a landlord should be able to show how that happened.
Existing tenants: within 28 days
Health and Safety Executive guidance says an existing tenant must receive a copy of the gas safety check record within 28 days after the check is completed. The clock relates to completion of the check, not the date an engineer sends an invoice or the date the landlord later downloads the record.
Send it promptly rather than treating day 28 as a target. That leaves time to correct a failed email address or provide a paper copy when requested.
New tenants: before they move in
A new tenant should receive the current gas safety record before occupying the property. Build this into the pre-tenancy handover rather than leaving it among documents to send after the keys have changed hands.
Where short holiday accommodation or appliances outside rooms used by tenants are involved, HSE guidance describes alternative display arrangements. Check that guidance for the exact situation rather than assuming the ordinary email process fits everything.
Electronic copies can be acceptable
HSE says a copy can be supplied electronically where the tenant is happy with that method and can access it. A paper copy must be provided if the tenant asks for one.
Keep the sent message, portal log or acknowledgement with the property record. The certificate proves the check; it does not by itself prove that the tenant received their copy.
Keep access attempts separate
If access problems prevent the check, do not force entry. HSE recommends keeping correspondence and evidence of reasonable attempts, including notices left after failed appointments.
Track the renewal deadline early enough to allow another appointment. A 28-day delivery duty does not rescue a check that was not completed by the annual deadline.
Frequently asked questions
Yes, where the tenant agrees and can access it; provide paper if they ask.
HSE says records must be kept until two further gas safety checks have been completed.
Official sources
Further reading
Related tools and guides
This guide is general information, not legal advice. We review time-sensitive claims against official sources; see our editorial policy. Always check GOV.UK or a professional for your situation.