A free, fillable landlord gas safety record (CP12) template covering every field HSE requires — download it below, or issue digital CP12s from your phone with Graftie.
A CP12 — officially called a Landlord Gas Safety Record — documents the annual gas safety check that landlords must have carried out on every gas appliance and flue in a rented property by a Gas Safe registered engineer. The name comes from the old CP12 form number; HSE now calls it a Landlord Gas Safety Record, but engineers and landlords still say CP12.
It is a legal requirement under the Gas Safety (Installation and Use) Regulations 1998: gas safety checks must be done every 12 months, a copy must go to existing tenants within 28 days of the check, and records must be kept for at least two years. Only a Gas Safe registered engineer can carry out the check — any record issued since 1 April 2009 is only valid if the engineer was on the Gas Safe Register.
If you let holiday accommodation for short stays (under 28 days), HSE says you should display a legible copy of the record in a prominent place at the premises instead.
One page. Fillable on any phone or laptop — or print it and fill it in on site. Includes every field HSE requires, a Pass/Fail appliance table, the regulation 26(9) confirmation and signature lines. Hand it to your Gas Safe registered engineer before the check.
Download the free CP12 templatePDF · A4 · one page · no signup required
HSE lists the minimum contents of the record. The free template above has a box for each one, so nothing is missed.
A description and the location of each appliance or flue checked
In the template: Appliances and flues table — description and location
The name, registration number and signature of the engineer who carried out the check
In the template: Engineer section — name, Gas Safe Register number, signature line
The date on which the appliance or flue was checked
In the template: Date of check (top section)
The address of the property at which the appliance or flue is installed
In the template: Property address (top section)
The name and address of the landlord (or their agent where appropriate)
In the template: Landlord / agent name and address (top section)
Any safety-related defect identified and any remedial action taken
In the template: Defects and remedial action column in the table
Confirmation that the safety check included an examination of the matters in paragraphs (a) to (d) of regulation 26(9) of the Gas Safety (Installation and Use) Regulations 1998
In the template: Regulation 26(9) confirmation box with a tick box
Also good practice: Gas Safe Register recommends asking your engineer to test the tightness of the whole gas system, including installation pipework, and to visually examine the pipework as part of the safety check. The record should be issued on completion of the checks, and if defects are found the landlord must arrange remedial action and make sure an unsafe appliance is not used.
HSE confirms records can be stored electronically, as long as the electronic copy:
Tenants can receive their copy electronically if they agree and can access it that way — but you must still give them a paper copy if they ask for one. With the landlord’s agreement, the gas engineer may send the electronic record directly to the tenant.
Graftie is a job platform for UK trades with a built-in gas engineer workspace. The Gas Safety Certificate (CP12) is included as a standard certificate template, so the record lives in the same place as the job it came from. It satisfies HSE’s electronic-record rules above: the record is stored securely, can be reproduced in hard copy, and carries the engineer’s name and Gas Safe registration number.
Certificates and compliance are included in Pro, from £29/month — the free plan covers 20 jobs a month if you want to try the workflow first. See all features.
The check is annual, which makes the renewal date the thing most likely to slip. The 2018 amendment lets you have the check done up to two months before the due date while keeping the original expiry date — handy for lining up checks with tenancy turnover, but only as long as you keep the records of the two further checks.
Graftie’s gas engineer setup tracks CP12 renewals for you: certificates get an automatic renewal reminder about a month before they expire, a CP12 renewals widget sits on your dashboard, and the day’s jobs stay visible between calls. You can also price the work sensibly with the free VAT & CIS calculator or set a defensible day rate with the free trade tools.
Start free — track CP12 renewals automaticallyYes. HSE describes the Landlord Gas Safety Record as the document previously referred to as a gas safety record, certificate or CP12 form. The paperwork and the CP12 nickname describe the same annual record of a gas safety check.
A CP12 covers one annual gas safety check. Landlords must arrange a check every 12 months. Under the Gas Safety (Installation and Use) (Amendment) Regulations 2018, a check may be carried out up to two months before the due date while keeping the original deadline — but only if records are kept until two further checks have been carried out.
HSE guidance says you have to keep records for at least two years. If you use the two-months-early flexibility introduced in 2018, the record must be kept until two further gas safety checks have been carried out.
Yes. You must provide existing tenants with a copy within 28 days of the check being completed, and provide a copy to prospective tenants before they move in. You do not have to sign the record yourself, but your name and address (or your letting agent’s) must appear on it.
There is no law-approved form: HSE sets the minimum contents a record must contain, and Gas Safe Register does not produce its own gas safety check record form. You can produce your own record, but you must give it to your Gas Safe registered engineer to fill in. This template includes every item HSE lists as a minimum, so you can hand it straight to your engineer.
Yes, as long as your tenant is happy to receive it electronically and can access it that way, and you give them a paper copy if they ask for one. HSE confirms a landlord or gas engineer, with the landlord’s agreement, may send the electronic record directly to the tenant.