What it’s for
- Serve the annual gas safety certificate (CP12) to tenants by email
- Meet the legal requirement to provide the record within 28 days of inspection (or before a new tenancy starts)
- Create a clear email paper trail with certificate attached
- Record the date and method of service for your compliance log
- Ensure tenants have the required information about their appliances
How to use this in TenancyVault
After sending the email:
- Upload the sent email confirmation into TenancyVault as proof of service
- Upload the CP12 certificate to your property’s document vault
- Set the expiry reminder — TenancyVault will alert you 60, 30, and 7 days before the certificate expires
- Log “served” on the gas safety obligation to record that service was completed today
FAQ
When must I provide the gas safety record to my tenant?
You must give tenants a copy of the gas safety record within 28 days of the annual check, or before they move in (for new tenancies). A copy must be given to any new tenant before they occupy the property.
Can I serve the record by email?
Yes. Email is an acceptable method of service as long as the tenant has provided an email address and agreed to receive documents electronically. Keep a record of the sent email and any reply or read receipt.
How long must I keep gas safety records?
You must keep gas safety records for at least 2 years and make them available to tenants or an HSE inspector on request.
What is a CP12?
A CP12 is the Gas Safety Record issued by a Gas Safe registered engineer following an annual inspection. It confirms the safety of all gas appliances and installations in the property.
What happens if I fail to serve the gas safety record?
Failure to comply is a criminal offence under the Gas Safety (Installation and Use) Regulations 1998, which applies across the UK. In England, gas safety failures also create serious possession and compliance problems under the post-1 May 2026 regime. Penalties and enforcement routes vary slightly by nation but failure is a serious breach in all cases.