Gas safety is one of the most important responsibilities for landlords with properties that contain gas appliances.
Yet many gas safety problems are not necessarily caused by a landlord deliberately ignoring the rules. They can result from missed dates, incomplete records, confusion about responsibilities or simply assuming that one type of inspection covers everything.
For London landlords, keeping a clear gas safety process can make property management easier and help protect tenants.
Here are some common mistakes landlords should avoid.
Mistake 1: Waiting until the certificate has expired
One of the most common administrative problems is leaving the annual gas safety check until the last minute.
Landlords must arrange an annual gas safety check on relevant gas appliances and flues. HSE also provides flexibility for landlords to complete the annual check during the two months before the existing deadline while retaining the original deadline date.
This means there is generally no need to wait until the final week.
A landlord can plan ahead, contact the tenant, arrange access and book a Gas Safe registered engineer.
Planning early is especially useful when a property is approaching a tenancy change.
Mistake 2: Assuming a boiler service is the same as a gas safety check
A boiler service and a landlord gas safety check are not automatically the same thing.
HSE specifically warns landlords not to assume that an annual service inspection meets the requirements of a gas safety check. It also warns that a gas safety check alone may not provide all the maintenance an appliance needs.
Landlords should therefore understand the difference.
The gas safety check is a regulatory requirement covering specified safety matters.
Appliance servicing is maintenance that should be carried out according to the manufacturer's instructions unless a Gas Safe registered engineer advises otherwise.
A property may require both.
Mistake 3: Using someone who is not Gas Safe registered
Gas work should be completed by an appropriately qualified Gas Safe registered engineer.
This is particularly important when arranging work through property maintenance companies or general contractors.
London has a large number of tradespeople, but landlords should not assume that anyone who can repair a boiler is automatically authorised to undertake all types of gas work.
London City Hall advises landlords and tenants to use Gas Safe registered engineers for gas work. (London City Hall)
Before the appointment, landlords should verify the engineer's credentials and make sure the engineer is qualified for the relevant type of work.
Mistake 4: Forgetting about appliances in communal areas
Landlords sometimes focus on appliances located inside individual flats or bedrooms.
However, gas appliances in communal areas can also fall within landlord gas safety responsibilities.
HSE states that communal appliances used by multiple dwellings must be maintained appropriately and checked as part of the annual gas safety arrangements.
This is especially relevant to HMOs and properties with shared heating systems.
Landlords should create an inventory of all relevant gas appliances rather than simply checking the boiler inside one part of the property.
Mistake 5: Assuming a new tenant means a new certificate is always required
A tenant change does not automatically mean that a new annual inspection is required.
If the current gas safety record remains valid and the appliances and flues are safe, it may be used for the incoming tenant.
HSE explains that before a new tenancy starts, landlords must ensure that the appliances and flues are safe and that an up-to-date gas safety record is available.
The key point is that the new tenant must receive the current record before moving in.
However, if the property has been empty or there are signs of damage or tampering, an additional inspection may be appropriate.
Mistake 6: Ignoring what previous tenants have changed
Tenants may bring appliances into a property or make changes during their tenancy.
When a tenant leaves, landlords should check whether anything has changed.
HSE advises landlords to clarify appliance ownership when tenants vacate and to deal appropriately with appliances left behind. If a landlord decides to retain an appliance left by a tenant, it should be incorporated into the relevant safety and maintenance arrangements.
A simple property changeover checklist can help identify these issues.
Mistake 7: Forgetting installation pipework
The annual gas safety check is not a substitute for paying attention to the wider gas installation.
HSE recommends asking the Gas Safe registered engineer to test the soundness of the whole gas system, including installation pipework, and to visually inspect pipework where reasonably practicable.
This can be particularly important after a tenant has moved out or where there are signs of damage.
If a landlord suspects a gas leak or notices damage to pipework, they should arrange appropriate professional assistance rather than waiting for the next annual inspection.
Mistake 8: Failing to give the record to the tenant on time
Completing the inspection is only part of the process.
Landlords must also provide the gas safety record to tenants.
For new tenants, the record must be provided before they move in.
For existing tenants, the record should be provided within 28 days of the check.
Electronic delivery is possible when the tenant agrees and can access the document. A paper copy must be supplied if requested.
Landlords should therefore keep evidence of when and how the record was provided.
Mistake 9: Losing old records
Gas safety documents should not be treated as disposable paperwork.
HSE states that landlords generally need to keep gas safety records for at least two years.
A good record-keeping system should include:
- Current gas safety records
- Previous records
- Remedial work
- Appliance changes
- Engineer details
- Tenant communication
- Access attempts
- Relevant invoices
Digital records can make it easier to manage multiple properties.
Mistake 10: Assuming an agent automatically takes responsibility
Some landlords assume that hiring a letting or managing agent automatically transfers all legal responsibilities to the agent.
The actual position depends on the management agreement.
HSE explains that where a contract specifies that an agent has responsibility for the gas safety duties, the relevant duties can apply to the agent. If the agreement does not clearly allocate responsibility, the landlord remains responsible.
Landlords should therefore read their management agreement carefully.
It should be clear who is responsible for:
- Booking annual checks
- Arranging maintenance
- Giving tenants the gas safety record
- Keeping records
- Responding to defects
- Managing access
Clear responsibility reduces the risk of a task being missed because everyone assumed someone else was handling it.
Mistake 11: Not documenting failed access attempts
Sometimes a tenant is unavailable or does not provide access for the gas safety check.
A landlord should not simply stop trying.
HSE states that landlords have to take all reasonable steps to complete required checks and recommends keeping records of correspondence and attempts to gain access. (HSE)
This might involve written communication, notices about attempted visits and giving the tenant an opportunity to arrange a suitable appointment.
Landlords should never use force to enter the property for a gas safety check.
Mistake 12: Treating the certificate as the end of the process
A gas safety certificate or record should not become a tick-box exercise.
If the engineer identifies a problem, the landlord needs to respond appropriately.
HSE states that defects should be addressed and that an appliance suspected to be unsafe should not be used until the problem has been dealt with.
The landlord should retain evidence of the remedial action and update their property records.
A simple gas safety checklist for London landlords
To reduce the chance of missing something, landlords can follow a simple process:
Before the annual deadline:
- Check the previous gas safety record.
- Identify all relevant appliances and flues.
- Check whether any equipment has changed.
- Arrange a Gas Safe registered engineer.
- Contact tenants about access.
During the inspection:
- Make sure the engineer can access all relevant appliances.
- Review any defects identified.
- Obtain the completed gas safety record.
After the inspection:
- Complete necessary remedial work.
- Provide the record to tenants within the required timeframe.
- Keep copies securely.
- Record any repairs or follow-up work.
- Add the next inspection date to your calendar.
Final Thoughts
Many gas safety mistakes are preventable with a simple system. Landlords should keep track of annual deadlines, use Gas Safe registered engineers, understand the difference between servicing and safety checks, provide records to tenants on time and maintain appropriate documentation.
London landlords should also pay particular attention to tenancy changes, HMOs, communal appliances and local property licensing requirements.
If you are arranging a gas safety certificate London inspection, planning ahead and working with a properly registered engineer can help you manage your legal responsibilities and maintain a safer rental property.
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