CP12 record keeping: what landlords need to hold onto and for how long
Completing the annual gas safety check is only half the duty — landlords also need to keep the resulting record properly and be able to produce it when needed.
Where CP12 record keeping usually comes from
A copy needs to reach the tenant within the required timeframe of the check being carried out, and landlords should retain their own copies covering a reasonable prior period, not just the most recent certificate. This matters at tenancy changeover, if a dispute arises, and if the local authority or a prospective buyer requests evidence of compliance history. Digital copies stored alongside the physical certificate are a sensible backup against loss.
Who should undertake the work
- Gas appliance work must be completed by a suitably qualified Gas Safe engineer
- Oil appliance work should be completed by a suitably qualified OFTEC technician
- Jamie Crawford Heating states both Gas Safe and OFTEC registration
Key points on CP12 record keeping
- Tenants must receive their copy within the required timeframe
- Landlords should retain records covering more than just the latest check
- Records may be requested at tenancy changeover or during a dispute
- Digital backups protect against a lost or damaged paper certificate
- A clear filing system per property avoids records being misplaced
Questions we get asked
- How many years of records should a landlord keep?
- Retaining several years of history is generally sensible, giving a fuller compliance picture than just the most recent certificate.
- What if a tenant says they never received their copy?
- A clear record of when and how it was issued is the best protection, which is another reason to log delivery alongside the certificate itself.
Related help pages
- Farm property servicingHeating servicing for farmhouses and adjoining farm buildings
- Sale and remortgage supportHeating maintenance evidence for a sale or remortgage
- Community building servicingHeating servicing for village halls and community buildings
- Contractor paperworkWhat paperwork landlords should expect from a heating contractor
- Servicing comparisonAnnual service plan vs pay-as-you-go servicing
- No responseBoiler will not fire up at all: power, demand and safety chain
Services that cover this
Where we deal with this
Straight answers on CP12 record keeping
Where this leaves you: The certificate and the record-keeping around it are two separate duties — both matter, and neither substitutes for the other.
Include the appliance make and model in your enquiry so the correct technical information can be checked.
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