Gas Safety Records
Lost Your Gas Safety Certificate? How to Get a Copy
For a lost landlord Gas Safety Record at a London rental, ask your landlord, letting agent or the business that checked the property for a copy; installation compliance certificates follow a separate recovery route.
A duplicate keeps the original inspection date. A new check records a new inspection and cannot recreate missing historic evidence. Identify the document first, then follow the recovery steps below. Our Landlord Gas Safety Guides explain the related records and responsibilities.
Have your postcode, the gas appliances you provide and your current certificate's expiry date ready.
- Gas Safe registered: 648977
- Every landlord gas appliance checked
- Same-day appointments available
Identify the Document Before Requesting a Replacement
The recovery route depends on whether you need a landlord Gas Safety Record, installation compliance evidence or a service record. HSE’s landlord guidance distinguishes safety checks from servicing; GOV.UK’s building-work guidance addresses installation notification.
Evidence of a business’s Gas Safe registration is a separate document.
Landlord Gas Safety Record, Also Called a CP12
- What it records: the findings of a landlord gas safety check at the stated property and inspection date.
- First recovery contact: your landlord, managing agent or the business that issued it.
- What it cannot replace: installation notification or Building Regulations compliance evidence.
Building Regulations Compliance Certificate
- What it records: installation work notified through the relevant compliance route.
- First recovery contact: the original installer, followed by the official certificate route used for that work.
- What it cannot replace: the annual landlord Gas Safety Record.
Boiler Service Record
- What it records: maintenance carried out on the appliance.
- First recovery contact: the business that performed the service.
- What it cannot replace: either the landlord safety-check record or installation compliance evidence.
Losing the Record Does Not Reset the Landlord’s Duties
Losing your copy does not change when the next landlord gas safety check is due. Regulation 36 of the Gas Safety (Installation and Use) Regulations 1998 separates three responsibilities:
Carry out the check
arrange the annual safety check of landlord gas appliances and flues.
Retain the record
preserve the inspection evidence for the required retention period.
Supply tenant copies
give existing tenants their record within 28 days of the check and new tenants a copy before they move in.
Requesting a duplicate does not start another 28-day period. A missing file alone does not establish whether the inspection happened. Recovering that file and establishing whether a current check is needed are separate tasks.
Recover a Landlord Gas Safety Record From Its Existing Holders
Start with the people who received or issued the original landlord record. Search inboxes and property files before approaching the issuing business. Gas Safe Register is not a public archive of every CP12, and another checking business cannot access an issuer’s files simply because it employs registered engineers.
Tenants: Request the Copy From Your Landlord or Letting Agent
Ask your landlord or managing agent for the Gas Safety Record covering your property and the relevant inspection. Check previous attachments and any existing tenant portal first.
Request template: “Please send me the complete landlord Gas Safety Record for [property address and flat number], covering [inspection date or period needed]. My tenancy began on [date]. Please include any continuation pages.”
Keep a copy of your written request. If the landlord will not provide the record, HSE has a reporting route for tenants concerned about landlord gas safety duties.
Landlords and Agents: Trace the Business That Issued the Record
Check your property files, then ask the business that carried out the inspection to resend its record.
- Search existing files: look through attachments, document storage and inspection invoices.
- Check handovers: ask the current or previous managing agent for the relevant property file.
- Contact the issuer: use the business details on genuine invoices or appointment correspondence.
- Check other recipients: a tenant may still hold the copy originally supplied.
Have these details ready:
- Property address, including the flat number.
- Approximate inspection date.
- Genuine job reference, if available.
Request the complete record, including continuation pages and associated follow-up documents. An invoice can identify the issuer but cannot replace the inspection record. Whether a copy remains available depends on the holder’s records.
If the Issuing Business Cannot Supply a Copy
If the issuer cannot provide a copy, check the other original recipients before treating the record as unrecoverable.
- Historic evidence: keep notes of recovery requests and responses. A different engineer cannot reproduce another engineer’s historical findings by checking the property now.
- Current safety duty: establish when the latest check took place and whether the next one is due.
If the current check is overdue or cannot be established after prompt enquiries, arrange one without waiting indefinitely for the old file. The resulting record documents the new inspection.
Recover Installation Compliance Evidence Through the Correct Official Route
For missing installation paperwork, establish how the work was notified before requesting the corresponding compliance certificate. GOV.UK’s building-work guidance explains the notification framework.
If No Installation Notification Can Be Found
An unsuccessful notification search needs clarification; it does not turn a new gas safety check into installation approval.
- Check the address, flat number and approximate work date for errors.
- Ask the original installer how the work was notified, where possible.
- Ask Gas Safe Register or the relevant building-control body about the appropriate next step.
A missing copy and work that may never have been notified are different situations. One unsuccessful search does not settle which applies. For a property transaction, ask your conveyancer which document is required.
- Identify the work: gather the installation address, approximate work date and original installer’s details from your property paperwork.
- Establish the notification route: ask the installer whether the work was notified through Gas Safe Register or handled through building control.
- Approach the relevant record holder: for work notified through Gas Safe Register, enquire about its replacement Building Regulations certificate route. For building-control paperwork, contact the body that handled the work.
The available evidence depends on the original notification and records held. A replacement installation certificate concerns the installation; a landlord CP12 concerns a safety inspection. Booking a new landlord check does not supply missing installation evidence.
Check That the Recovered Copy Matches the Inspection You Need
Before filing the recovered copy, confirm that it identifies the correct property, inspection and appliances.
Address
check the property address and flat number.
Date
read the actual inspection date, rather than the date the copy was resent.
Scope
check the appliance and flue entries.
Engineer
check that the attending engineer’s details are present.
Completeness
look for continuation pages, recorded defects and associated follow-up evidence.
Ask the issuer about omissions or discrepancies instead of editing the document. Appearance alone does not establish authenticity. The next step is understanding how to check a landlord gas safety record and verify an engineer.
Store the Recovered Record So It Can Be Found Again
Save the complete recovered record under the property address and actual inspection date, with a secure backup.
- Separate folders for “Landlord gas checks”, “Installation compliance” and “Servicing”.
- Use a filename such as “[property reference] [inspection date] CP12”.
- Keep warning notices and follow-up evidence alongside the relevant record.
- Keep electronic records secure, attributable to the engineer and printable.
HSE’s guidance allows electronic tenant copies where the tenant agrees and can access them; provide paper on request.
Retain the record until two further checks of the appliance or flue have taken place, or for two years from its last check if it is removed. Avoid automatically deleting records after two calendar years.
Landlord gas safety certificates
Book a New London Check When a Current One Is Needed
Arrange a new landlord gas safety check if one is due, overdue or cannot be established after prompt recovery enquiries. Have the property postcode, landlord-provided gas appliance list and access arrangements ready. The new record documents the new inspection.
All Service 4 U provides London checks through Gas Safe registered engineers, with business registration 648977. Our phone line is open 24 hours a day, 7 days a week. Appointment availability is confirmed when arranging your visit.
If a current inspection is needed, book a new gas safety check.
020 3740 6785
Frequently Asked Questions
Can I Find My Gas Safety Certificate Online?
You may find your CP12 in an email or an existing provider portal, but there is no public Gas Safe Register database of every landlord record. Installation-notification searches concern different paperwork. If you cannot find a digital copy, ask the landlord, agent or issuer; an unsuccessful online search does not prove that no inspection occurred.
Is a Gas Safe Registration Certificate the Same as My Property’s Record?
No: evidence of Gas Safe registration does not document a safety inspection at your property. Registration concerns the business or engineer, while a CP12 records a particular property inspection. An installation compliance certificate concerns notified installation work. Choose the document according to whether you need evidence of registration, an inspection or installation notification.
Is a Boiler Service Record the Same as a Landlord CP12?
No: a boiler service record documents maintenance, while a CP12 records the landlord gas safety check. HSE’s landlord guidance distinguishes these activities. Ask the business which work was completed and request the corresponding records if both took place. A service document alone does not establish that all required landlord safety checks were carried out.
How Often Is a Landlord Check Needed, and Can It Be Booked Early?
Landlord gas appliances and flues normally require a safety check at intervals of no more than 12 months, with an early-check option under regulation 36A. A qualifying check within the two months before the existing deadline can preserve that deadline. This is not a grace period after expiry, and receiving a duplicate does not restart the checking cycle.
Should I Still Receive a Record if the Check Found an Unsafe Appliance?
Yes: a completed gas safety check should be recorded even when it identifies safety concerns. The record documents findings, including defects; a warning notice explains the unsafe situation and required precautions. Keep both with any follow-up evidence, follow the engineer’s instructions and do not use an unsafe appliance. The landlord must arrange remedial work with a Gas Safe registered engineer.
Still have a question or need urgent assistance? Call 020 3740 6785, tell us what has happened and we will tell you what happens next.