What the compliance record is for
The record is a summary you give your tenant alongside the certificates themselves. It shows, in one place, when each check was done, when it is next due and whether it is in date.
- It helps your tenant see that the property is safe and the paperwork is complete.
- It gives you a dated record, signed by you and the tenant, that the certificates were given.
- It does not replace the gas safety record, electrical safety report or EPC. Give those as well.
The checks and how often they are due
| Item | How we work out the next date | What to give the tenant |
|---|---|---|
| Gas safety check (CP12) | 12 months after the last check. | A copy of the gas safety record within 28 days of the check. |
| Electrical safety report (EICR) | 5 years after the last inspection, or the earlier date on the report if it recommends one. | A copy of the report. |
| Energy Performance Certificate (EPC) | 10 years after the date it was issued. | A valid EPC, given to new tenants. |
| Smoke and carbon monoxide alarms | You enter the date they were last tested. | A smoke alarm on every storey used as living accommodation, and a carbon monoxide alarm in every room with a fixed combustion appliance (except gas cookers). |
An EPC rating of F or G is below the minimum of E for private lettings, unless a valid exemption is registered. Our tool warns you if you enter F or G.
How to fill in the record, step by step
- Enter the property address and your details as landlord. Add the tenants if you want them to sign.
- Say whether the property has a gas supply or gas appliances. If it does, enter the date of the last check and the engineer’s name and Gas Safe number.
- Enter the date of the last electrical inspection, and the earlier re-inspection date if the report gives one.
- Enter the EPC rating, certificate number and issue date.
- Confirm the smoke and carbon monoxide alarms, and when the smoke alarms were last tested.
- Optionally add the date you gave the “How to Rent” guide and the deposit protection reference.
- Check the status column. Anything overdue is flagged before you pay.
Frequently asked questions
How often do I need a gas safety check?
Every 12 months, by a Gas Safe registered engineer. Your tenant must get a copy of the record within 28 days of the check.
How often do I need an EICR?
Electrical installations must be inspected at least every five years. If the report recommends an earlier date, use that one. Our tool picks the earlier of the two.
My EPC has expired. Do I need a new one?
You do not have to renew it during an existing tenancy, but you need a valid EPC before you let the property again.
Does this record replace the certificates?
No. It summarises them. Give the tenant the certificates themselves as well.
The property has no gas. Can I still use it?
Yes. Untick the gas option and the record states that no gas safety record is needed.