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Gas Safety Record Tracker for Landlords
Free, no email needed. Last verified 31 October 2026
A landlord must have every gas appliance and flue in a rented home checked each year by a Gas Safe registered engineer. The record then has to reach the tenant and be kept. This CSV puts the dates for each property in one sheet so none of them slip.
Use one row per appliance or flue check, or one row per property if the engineer's record covers everything in one visit. Sort by the next due column each month and book anything coming up within three months.
When to use it
- You have more than one property and the check dates fall in different months.
- You want proof of when each tenant received their copy.
- You are taking over properties and need to see which checks are current.
- You plan to book checks a little early and want to see the earliest date.
How to use it
- Download the CSV and open it in a spreadsheet app. Delete the two example rows.
- Add a row after each check. Enter the check date as YYYY-MM-DD and the engineer's name and Gas Safe registration number from the record.
- Enter the date you gave the tenant a copy. For an existing tenant that is within 28 days of the check. For a new tenant it is before they move in.
- Set the next due date no later than 12 months after the check. HSE guidance allows a check up to 2 months before the due date without losing the original deadline.
- Note any defects the engineer found and the date you fixed them.
- Keep the engineer's record itself. Keep each record for at least 2 years, or until two further checks have been done if you use the early check flexibility.
Download the CSV (opens in Excel, Numbers or Google Sheets)
What is in it
| Property address | Appliance or flue | Location | Check date | Engineer name | Gas Safe registration number | Defects found | Defect fixed date | Copy given to tenant date | Next check due by |
|---|---|---|---|---|---|---|---|---|---|
| 12 Elm Road, Leeds | Gas boiler | Kitchen | 2026-03-12 | A. Example | 1234567 | None | 2026-03-14 | 2027-03-11 | |
| 5 Mill Lane, Leeds | Gas hob | Kitchen | 2026-05-20 | A. Example | 1234567 | Loose burner fitting | 2026-05-27 | 2026-05-21 | 2027-05-19 |
The two rows are examples. Delete them and add your own.
Questions
When must the tenant get a copy of the gas safety record?
HSE guidance says an existing tenant must receive a copy within 28 days of the check, and a new tenant before they move in. An electronic copy is allowed if the tenant agrees and can access it, but you must provide a paper copy if asked.
Can I have the check done early?
Yes. Under HSE guidance you can have the check done up to 2 months before it is due and keep the original deadline. The new check then counts as if it were done 12 months after the previous one.
What must the gas safety record contain?
It must include each appliance or flue checked and where it is, the engineer's name, registration number and signature, the check date, the property address, the landlord's name and address, and any defects and the action taken.
Read next
- What is Gas safety certificate (CP12)? →
- What is Gas Safe Register? →
- What is Gas safety renewal window? →
- Gas Safety Certificate Rules for Landlords →
Sources
- HSE: Gas safety check records for landlords
- HSE: What needs a gas safety check
- GOV.UK: Your landlord's safety responsibilities
General information, not tax or legal advice. Rules differ between England, Wales, Scotland and Northern Ireland.