Landlords play a crucial role in keeping rental properties safe, and one of the most important legal duties involves annual gas safety checks. Under the UK’s Gas Safety (Installation and Use) Regulations 1998 (GSIUR), specifically Regulation 36, landlords must ensure that all gas appliances and flues they supply are maintained safely and inspected every 12 months by a qualified Gas Safe registered engineer. This isn’t just paperwork—it’s about preventing serious risks like carbon monoxide poisoning or gas leaks.
Here’s a clear, up-to-date breakdown of what engineers need to do during these checks, best practices to follow, and how to handle the Landlord Gas Safety Record (LGSR) properly in 2026.
Qualifications Required for Engineers
To legally perform a full LGSR, an engineer must hold the appropriate Gas Safe qualifications for every appliance involved. This means relevant appliance-specific certifications (e.g., HTR1 for gas fires, or equivalents for boilers, cookers, etc.).
A quick visual look isn’t enough—full Regulation 26(9) checks are mandatory for landlord-owned appliances. If an engineer lacks the qualification for a particular appliance (say, a fire), they can only cover the ones they’re competent for, and another qualified engineer must handle the rest, resulting in separate records if needed.
Essential Checks During the Visit
GSIUR Regulation 26(9) outlines the core minimum requirements every engineer must complete:
Thorough visual inspection of the entire gas installation, appliance positioning, flue/chimney/terminal routes, and any signs of incomplete combustion (like sooty marks).
Measurement of operating pressure or heat input (or both) where practical; if not feasible, combustion analysis can serve as an alternative.
Confirmation that ventilation is adequate, unobstructed, and correctly sized.
Flue flow and spillage tests to verify the flue works properly and safely.
Testing of all flame supervision devices and safety controls to ensure they function correctly.
Investigation and documentation of any evidence suggesting unsafe operation.
If defects are found, engineers must take reasonable steps to inform the landlord immediately and follow the Unsafe Situations Procedure in IGEM/G/11 for At Risk (AR) or Immediately Dangerous (ID) classifications.
Recommended Extra Steps (Best Practice)
While not strictly required by law, these additional checks are strongly advised for thoroughness and peace of mind:
Perform a gas tightness test on the pipework to detect any leaks.
Verify the gas meter and emergency control valve are accessible, properly labelled, and in good condition for emergencies or maintenance.
Carry out combustion gas analysis if the appliance manufacturer’s instructions call for it during servicing.
What Must Go on the Landlord Gas Safety Record?
The LGSR is a legal document, so it needs to include specific details to stay compliant:
The exact date of the check.
Full address of the property.
Landlord’s (or agent’s) name and address.
Clear description and location of each appliance or flue inspected.
Any gas safety defects noted, plus remedial actions taken (or advised).
Confirmation that the checks meet (at minimum) Regulation 26(9) standards.
Engineer’s name, signature, and Gas Safe registration number.
Records must be kept for at least two full subsequent checks (or two years if the appliance is removed). Landlords should retain copies, especially of any remedial work.
Handling Tenants’ Own Appliances
Tenant-owned gas appliances don’t need to appear on the LGSR—full checks aren’t required, and they’re not the landlord’s responsibility.
If a landlord specifically asks for them to be included, limit it to a visual inspection only. Record "N/A" in the "safe to use" box—never "YES" (which implies full testing) or "NO" (which suggests a fault). Visual checks alone can’t prove safety.
However, if the visual inspection reveals something clearly At Risk or Immediately Dangerous, record "NO" in the safe-to-use section, detail the issues, and follow IGEM/G/11 procedures.
Dealing with Unsafe Appliances (AR or ID)
Always issue the LGSR after completing checks, even if problems are found. Clearly record the defect, appliance affected, and any immediate actions (like turning it off and labelling it). Notify the landlord promptly and advise on next steps per IGEM/G/11.
Only list genuine gas safety defects (AR/ID classifications) on the LGSR. Non-safety issues (e.g., cosmetic wear) belong on separate reports or invoices to avoid confusion.
Special Situations
New appliance installation — A fresh LGSR isn’t automatically needed if existing ones are covered. But carry out visual checks on other appliances as a duty of care. GSIUR allows a one-off extension (up to two months) to align all appliances to the same annual date.
Pipework maintenance — Landlords must keep installation pipework safe (separate from the annual check), often best done simultaneously. No formal record is legally required, but proof of regular maintenance helps in disputes.
Capped meter outlets — No LGSR needed, but pipework maintenance duties continue.
Communal systems in flats — These require an LGSR, displayed prominently (e.g., on a notice board).
Suspected tampering/theft — Treat as a potential safety issue and report per IGEM/G/11.
Tenant refusing access — Landlords must document all reasonable efforts (letters, notices, etc.) to show compliance attempts, following HSE guidance.
Timing and Expiry Dates
Landlords can schedule checks 10–12 months after the previous one and keep the original 12-month expiry (similar to an MOT grace period). But if done outside this window, the clock resets to 12 months from the new check date.
Engineers should always check the previous record for accurate dating—don’t shorten the validity period by mistake.
In short, these checks protect everyone involved. By sticking to the regulations, using qualified engineers, and completing records accurately, landlords avoid legal headaches and—most importantly—help keep tenants safe. Always refer to the latest Gas Safe Register and HSE guidance for any updates.
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