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Written by: Joblogic
What is a gas safety certificate?
A gas safety certificate, officially called a Gas Safety Record or CP12, is a legal document confirming that all gas appliances in a property are safe to use. A Gas Safe registered engineer issues it after inspecting appliances, flues, and pipework.
Many people search for a "boiler service certificate," but the CP12 is the document that matters for legal compliance. A boiler service and a gas safety check are two different things, and knowing the difference helps you get what you actually need.
Gas Safe Register is the official UK body responsible for gas safety. Only engineers on the register are authorised to carry out a gas safety inspection and issue a CP12.
A valid CP12 confirms:
- Safe operation: each gas appliance has been inspected and is working safely
- Flue integrity: flues and ventilation are functioning correctly
- No danger: gas leaks and carbon monoxide risks were checked for and none were found
Who needs a gas safety certificate?
Whether you are legally required to hold a CP12 depends on whether you own or rent out the property.
Landlords are required by law under The Gas Safety (Installation and Use) Regulations 1998 to arrange an annual gas safety check on all gas appliances and flues in any property they let. HSE can prosecute landlords who do not meet these duties, so the check is not something to leave to chance. The HSE guide to landlords' duties sets out the full requirements.
Landlord obligations include:
- Providing a copy of the CP12 to existing tenants within 28 days of the check
- Giving new tenants a copy before they move in
- Keeping each record for at least two years, or until two further checks have been carried out if you use the early-check window described below (HSE guidance on gas safety records)
Homeowners are not legally required to hold a CP12. That said, most boiler manufacturers require annual servicing to keep the warranty valid. Some home insurance policies also require proof of regular checks, so letting the certificate lapse can leave you without cover if something goes wrong.
Boiler service vs gas safety certificate: what is the difference?
A boiler service is a maintenance visit. The engineer checks internal components, cleans key parts, and tests gas pressure to confirm the boiler is running efficiently. It focuses on performance and longevity, not legal compliance.
A gas safety check covers all gas appliances in a property, not just the boiler. A boiler service does not automatically include a CP12 unless the engineer carries out a full gas safety inspection and issues the certificate on the same visit.
| Boiler service | Gas safety check (CP12) | |
|---|---|---|
| Purpose | Maintenance and efficiency | Legal safety inspection |
| Scope | Single boiler | All gas appliances, flues, and pipework |
| Legal requirement | No | Yes, for landlords annually |
| Document issued | Boiler service record | Gas Safety Record (CP12) |
| Warranty impact | Required by most manufacturers | Not typically linked to warranty |
What a boiler service includes
During a boiler service, the engineer works through a set of checks on the appliance itself. The goal is to catch wear or inefficiency before it becomes a breakdown.
A typical boiler service covers:
- Removing the casing to inspect internal components
- Cleaning the burner and heat exchanger
- Testing gas pressure and flow rate
- Running a flue gas analysis to check combustion efficiency
- Checking for leaks, corrosion, or wear
What a gas safety check includes
A gas safety check goes further. The engineer inspects all gas appliances in the property, tests pipework for gas tightness, and checks that flues and ventilation are working correctly.
Where the engineer finds an unsafe appliance, it is classified as At Risk (AR) or Immediately Dangerous (ID). Both classifications carry the same message for the user, "Danger Do Not Use," as set out in HSE guidance for gas engineers.
What happens if the engineer finds a fault
The engineer records any safety-related defect and issues a warning notice for the unsafe appliance. The CP12 itself should be issued once the checks are complete. HSE is clear that it should not be held back until the repair has been made. The landlord must then take remedial action and make sure the appliance is not used while it is unsafe.
HSE describes the record as a "living document," so landlords should add the follow-up work to it once the fault has been put right. That gives you one complete history of the property's gas safety, which is exactly what an auditor or an HSE inspector will ask to see. The full detail is on the HSE gas safety records page.
When each should be done
Both should be carried out annually. Many Gas Safe engineers can carry out a boiler service and a gas safety check in a single visit, which saves time and reduces disruption.
There is no grace period after the CP12 expires. Landlords can, however, have the check carried out up to two months early and still keep the original annual deadline, as HSE explains. If you use that window, keep the record until two further checks have been completed, so you can show the deadline was met. A planned maintenance schedule built around that window makes it much easier to book visits ahead of each deadline.
How to get a gas safety certificate
Getting the right engineer is the first step. For Contract Managers coordinating this across a portfolio, that means verifying the engineer's Gas Safe credentials before every booking, not just once. You can search for a registered professional on the Gas Safe Register website and verify their credentials before booking. Always check the engineer's Gas Safe ID card when they arrive. A standard plumber is not authorised to issue a CP12.
Steps to get your gas safety certificate:
- Search Gas Safe Register and verify the engineer's credentials
- Book the gas safety inspection
- The engineer inspects all gas appliances, flues, and pipework
- The engineer issues the Gas Safety Record (CP12) once the checks are complete, noting any defects found
- Store the record securely and provide copies to tenants within the required timescales
What goes on a gas safety record
HSE sets out the minimum a gas safety record must contain. If any item is missing, the record may not satisfy your compliance obligations.
A complete record includes:
- Appliance details: a description and the location of each appliance or flue checked
- Engineer details: name, Gas Safe registration number, and signature
- Date of check: the date each appliance or flue was checked
- Property address: the address where the appliance or flue is installed
- Landlord details: the name and address of the landlord, or their agent where appropriate
- Defects and remedial action: any safety-related defect identified and any action taken
- Confirmation of checks: a statement that the check included the matters listed in regulation 26(9) of the Gas Safety (Installation and Use) Regulations 1998
Storing and sending records electronically
Paper is not required. HSE accepts electronic records, provided the copy can be reproduced in hard copy when needed, is secure from loss and interference, and clearly identifies the Gas Safe registered engineer who carried out the check, for example through an electronic signature or their licence number.
Tenants can also receive their copy electronically if they are happy to and can access it that way. You must give them a paper copy if they ask for one. A landlord, or a gas engineer with the landlord's agreement, can send the electronic record straight to the tenant. The HSE page on gas safety records has the exact wording.
Boiler installation certificate and boiler commissioning certificate
Beyond the annual CP12, two further documents come into play when a new boiler is installed. If you are installing a heat pump or biomass boiler rather than a gas system, it is also worth checking eligibility for the Boiler Upgrade Scheme, Ofgem's current guidance for property owners.
A boiler installation certificate, formally known as a Gas Safe building regulations compliance certificate, confirms that a new boiler was fitted correctly and in line with current building regulations. In England and Wales, the installer notifies the local authority through Gas Safe Register within 30 days of the installation, and the homeowner then receives the certificate. The certificate belongs to the property, so keep it safe for when you sell or remortgage. The government's building regulations guidance explains why this notification matters.
A boiler commissioning certificate is issued at the same time. It records gas pressures, flue readings, and safety checks completed during setup. Most manufacturers require it to keep the warranty valid, so if you are installing a new boiler, make sure you receive both documents from the engineer.
Managing gas safety records across a property portfolio
Individual landlords can manage a certificate or two without much system. Contract Managers overseeing dozens or hundreds of properties cannot. Missed or incomplete records mean failed audits, legal exposure, and gaps in insurance cover.
Walker Gas, a heating and gas contractor working across Scotland, describes the day-to-day effect this way: "As a result of Joblogic, the business is running much more efficiently, saving on paperwork and unnecessary journeys to the office." Its case study adds that landlord gas safety certificates can be emailed automatically as soon as a job is complete, which the company says makes life easier for housing associations and letting agencies handling large volumes of these forms.
Tracking renewals across many sites
Joblogic's service jobs feature is built around compliance expiry dates for residential customers, and you set it up in the back office. You give a customer's sites an annual recurrence, then choose how far ahead of the expiry date the first reminder letter goes out, for example six weeks. Joblogic creates a provisional visit that sits unallocated in the planner until you assign an engineer, and letters can be batch emailed or printed. The service jobs guide walks through the setup, and boiler servicing keeps each property's annual service date renewing automatically.
If an engineer cannot get in, they mark No Access in the mobile app. Joblogic schedules a further reminder letter and generates a second visit, and each job can carry up to three letters. If access still fails, an escalation pack gathers the escalation letter, reminder letters, job sheet and no access forms, so you can show your client what you attempted.
A Service Job Letters dashboard then gives you the picture across the portfolio: gas compliance, sites with an invalid landlord gas safety record, access ratio and service jobs due. For a deeper look at renewal rules, our CP12 guide for landlords and gas businesses covers the dates in more detail.
When the engineer is on site, Gas Safety Records are completed in the mobile app and stored against the customer, site, or asset. Customer details fill in automatically, the customer signs on screen, and the finished certificate can be emailed from site as soon as it is complete. Joblogic also offers Joblogic Compliance, powered by Clik, a separate product for businesses that want a dedicated compliance platform.
What to look for in gas certificate software
If you are comparing options, the questions below separate software that stores certificates from software that helps you stay compliant. They apply to any provider, and the right-hand column shows how Joblogic answers each one.
| What to ask | Why it matters | How Joblogic answers |
|---|---|---|
| Which certificates are included? | A CP12 is only one document. You also need warning notices and commercial forms | The form library includes CP12, CP14 warning notices, CP17, CP42 and LPG certificates |
| Does it work without signal? | Plant rooms and basements often have none | Certificates can be created on the device offline, then upload when the engineer reconnects |
| How does it capture signatures and details? | Re-keying details costs time and introduces errors | Customer signature on site, with customer details filled in automatically |
| How are copies shared? | Tenant copies are due within 28 days of the check | Certificates can be emailed from site once complete |
| Where are records stored? | You need to produce them on request, years later | Stored in the cloud against the customer, site, or asset, and searchable |
| How are renewals chased? | There is no grace period once a CP12 expires | Reminder letters are scheduled ahead of the compliance expiry date, with a provisional visit created automatically |
| What happens when nobody is home? | Missed access is where annual checks most often slip | No Access in the mobile app triggers a further reminder letter and visit, with an escalation pack after up to three letters |
Pricing depends on the plan and the size of your team, so the Joblogic pricing page is the place to start. Joblogic is built for contractors who manage compliance across many sites, need evidence for clients when access fails, or run gas work alongside planned maintenance, quoting and invoicing in one system. The gas engineer software page shows how the pieces fit together.
Managing gas safety compliance across multiple sites? Book a demo to see Joblogic in action.
Frequently asked questions
Is a gas safety certificate the same as a boiler service?
No. A CP12 is a legal document confirming all gas appliances are safe. A boiler service is a maintenance check focused on efficiency and condition. You need both to cover compliance and performance.
How long is a gas safety certificate valid for?
A CP12 is valid for 12 months from the date of issue. Landlords must renew before expiry, as there is no grace period, although the check can be done up to two months early without losing the original deadline.
How long do landlords need to keep gas safety records?
Landlords must keep each record for at least two years. If you have used the two-month early-check window, keep the record until two further checks have been carried out, so you can show the original deadline was met.
Can a gas safety record be stored or sent electronically?
Yes. HSE accepts electronic records if they can be reproduced in hard copy, are secure, and clearly identify the Gas Safe registered engineer. Tenants can receive an electronic copy if they agree, but must be given a paper copy on request.
What is a boiler installation certificate?
A boiler installation certificate confirms a new boiler was fitted correctly and meets building regulations. In England and Wales, the installer notifies the local authority through Gas Safe Register within 30 days of completing the work.
What is a boiler commissioning certificate?
A boiler commissioning certificate records the data captured when a new boiler is first set up, including gas pressures and flue readings. Most manufacturers require it to keep the warranty valid.
What is the difference between a gas safety record and a gas and electric safety certificate?
A gas safety record covers gas appliances only. A gas and electric safety certificate refers to a combined inspection covering both gas and electrical systems, often arranged by landlords as part of a wider property compliance check.
Can I download a boiler service certificate template?
A boiler service record does not have a fixed legal format in the way a CP12 does. Many Gas Safe engineers use their own templates. Digital eforms allow engineers to create, complete, and store service records from a mobile device on-site, removing the need for paper templates entirely.
What should I do if I lose my gas safety record?
Contact the engineer or company that carried out the original check to request a duplicate. If they cannot provide one, you will need to rebook a full gas safety inspection with a Gas Safe registered engineer.