Landlord Gas Safety Inspections

Landlords Gas Safety inspection

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Landlords Gas Safety Records

The Gas Safety (Installation and Use) Regulations 1998 specifically deal with the installation, maintenance and use of gas appliances, fittings and flues
in domestic and certain commercial premises. They place duties on certain landlords to ensure that gas appliances, fittings and flues provided for tenants’
use are safe.These duties to protect tenants’ safety are in addition to the more general ones that landlords have under the Health and Safety at Work etc Act 1974 and the
Management of Health and Safety at Work Regulations 1999. Details of these landlords can be found in HSE’s Approved Code of Practice on the
Regulations (see ‘Further reading’ section).

What type of property is covered?

The duties generally apply to appliances and flues provided for tenants’ use in ‘relevant premises’, that is those occupied for residential purposes under either a licence, a tenancy agreement for a set term, or a lease as defined in the Regulations. Essentially any lease under seven years is covered.

What are my main duties as a landlord?

You are required to:

ensure gas fittings and flues are maintained in a safe condition. Gas appliances should be serviced in accordance with the manufacturer’s instructions. If these are not available it is recommended that they are serviced annually unless advised otherwise by a Gas Safe registered engineer; ensure an annual safety check is carried out on each gas appliance/flue. Before
any new lease starts, you must make sure that these checks have been carried out within one year before the start of the lease date, unless the appliances in the property have been installed for less than 12 months, in which case they should be checked within 12 months of their installation date; have all installation, maintenance and safety checks carried out by a Gas Safe
registered engineer;

keep a record of each safety check for at least two years;
issue a copy of the latest safety check record to existing tenants within 28 days of the check being completed, or to any new tenant before they move in (in certain cases there is an option to display the record). The Regulations specify the gas safety matters to be covered. You should not assume that an annual service inspection meets the safety check requirement, or
that a safety check will, on its own, be sufficient to provide effective maintenance.Ask the advice of a Gas Safe registered engineer where necessary.

Which gas equipment is covered?
The safety check and maintenance requirements generally apply to any gas appliance or flue installed in the ‘relevant premises’ except that: appliances owned by the tenant are not covered;
flues/chimneys solely connected to an appliance owned by the tenant are not covered; any appliances and flues serving ‘relevant premises’ (such as central heating boilers not installed in tenants’ accommodation, but used to heat them) arecovered.

The safety check does not apply to any gas appliance (such as gas fires provided
for customers in non-residential areas of public houses) that is exclusively used in a part of premises occupied for non-residential purposes. Your duty to maintain and carry out safety checks applies to fixed as well as portable appliances, such as LPG cabinet heaters.

Can I delegate duties to a tenant?

No, except that a contract may be drawn up between a landlord or tenant for an appliance or flue installed in a non-residential part of a premises, for example shops and public houses etc. Your tenant has a duty not to use an appliance they believe to be dangerous.

What happens if I use a managing agent?

The landlord retains overall responsibility for ensuring compliance with requirements. The management contract should clearly identify who is to make arrangements for maintenance and safety checks to be carried out and to keep records.

What if the property is sub-let?
In these situations the ‘original’ landlord may retain duties which overlap with those acquired by the person who sub-lets. In such cases, close co-operation and clear allocation of duties are essential to ensure that legal duties are fully met, and that the terms of the contract properly safeguard tenants’ safety.

What action is required to gain access to property?
The contract you draw up with the tenant should allow you access for any maintenance or safety check work to be carried out. You have to take ‘all reasonable steps’ to ensure this work is carried out, and this may involve giving written notice to a tenant requesting access, and explaining the reason. Keep a record of any action, in case a tenant refuses access and you have to demonstrate what steps have been taken. If a tenant continues to refuse access after repeated contacts, you may need to consider proper action through the courts under the terms of the tenants’ contract. However, do not use force to gain entry into the property

How do I know whether the gas engineer is Gas Saferegistered?
The engineer should be able to provide you with a current ID card. The card contains a photo of the engineer, their business registration number and personal licence number, company name, the start and expiry date of the card and a security hologram. The reverse of the card details what kind of gas work the engineer is able to do.

You can also call Gas Safe Register during normal office hours on 0800 408 5500 or go to the website www.gassaferegister.co.uk.

What if an appliance fails the safety check?
The safety check record will contain details of any defect identified and remedial action taken. You must ensure that any safety defect is rectified (by a Gas Safe registered engineer) before the equipment is used again. It is recommended that you keep copies of work done to rectify defects identified by the safety check. It is an offence to use, or allow the use of, a gas appliance you know to be unsafe. In no circumstances should you reconnect an appliance that you have been told is unsafe, which has either been isolated or disconnected for safety reasons, until the
fault has been rectified.

What happens if I don’t maintain my tenants’ gas appliances?
Failure to do so may result in loss of life. Not only that, you risk being prosecuted,and this could result in you facing imprisonment or a fine of up to £20 000, or both, for each offence. If the case is then referred to the Crown Court the maximum penalty may be imprisonment, or an unlimited fine, or both.

What action do I take in the event of a gas escape?

If you smell gas, or suspect there is a gas escape, or a carbon monoxide leak, youshould immediately do the following:
¡¡ Open all doors and windows.
¡¡ Shut off the gas supply at the meter control valve (if you know where it is).

If gascontinues to escape call National Grid on the Gas Emergency Freephone Number 0800 111 999.
¡¡Make sure that any investigations or repairs are carried out by a Gas Safe registered engineer.

If you provide liquefied petroleum gas (LPG) for use by a tenant in premises other than a building, eg a caravan or holiday home park, you must discuss emergency arrangements with your LPG supplier and agree what action to take in case of a gas escape or emission of carbon monoxide from any LPG appliance.

Further reading

If you would like more detailed information on the subject, you will find the following HSE publication useful: Safety in the installation and use of gas systems and appliances.
Gas Safety (Installation and Use) Regulations 1998. Approved Code of
Practice and guidance L56 (Second edition) HSE Books 1998 ISBN 978 0 71761635 0.

Also, for safety information on gas, solid fuel and oil burning appliances, and information on the symptoms of carbon monoxide poisoning, look at the Department of Health booklet Keep warm keep well (updated annually). Download it from www.dh.gov.uk or www.direct.gov.uk, or write to Department of HealthPublications, PO Box 777, London SE1 6XH, Tel: 0300 123 1002.

Further information
For more advice, landlords can go to the Gas Safe Register website at www.gassaferegister.co.uk, Tel: 0800 408 5500.
HSE priced and free publications are available by mail order from HSE Books,
PO Box 1999, Sudbury, Suffolk CO10 2WA Tel: 01787 881165 Fax: 01787 313995
Website: www.hsebooks.co.uk (HSE priced publications are also available
from bookshops and free leaflets can be downloaded from HSE’s website:
www.hse.gov.uk.)

For information about health and safety ring HSE’s Infoline Tel: 0845 345 0055
Fax: 0845 408 9566 Textphone: 0845 408 9577 e-mail: hse.infoline@natbrit.com or
write to HSE Information Services, Caerphilly Business Park, Caerphilly CF83 3GG.
HSE Gas Safety Advice Line
Tel: 0800 300 363

This leaflet is aimed at landlords and explains some of the main requirements of the Gas Safety (Installation and Use) Regulations 1998. It also gives guidance on how to comply with them (see boxed text). The leaflet will also be of interest to tenants, making them aware of landlords’ duties.
Every year about 14 people die from carbon monoxide poisoning caused by gas appliances and flues which have not been properly installed or maintained.
Many others also suffer ill health.
The Gas Safety (Installation and Use) Regulations 1998 specifically deal with the installation, maintenance and use of gas appliances, fittings and flues in domestic and certain commercial premises. They place duties on certain landlords* to ensure that gas appliances, fittings and flues provided for tenants’ use are safe.
These duties to protect tenants’ safety are in addition to the more general ones that landlords have under the Health and Safety at Work etc Act 1974 and the Management of Health and Safety at Work Regulations 1999.
* Details of these landlords can be found in HSE’s Approved Code of Practice on the Regulations (see ‘Further reading’ section).

What type of property is covered?
The duties generally apply to appliances and flues provided for tenants’ use in ‘relevant premises’, that is those occupied for residential purposes under either a licence, a tenancy agreement for a set term, or a lease as defined in the Regulations. Essentially any lease under seven years is covered.

What are my main duties as a landlord?
You are required to: ensure gas fittings and flues are maintained in a safe condition. 

¡¡ Gas appliances should be serviced in accordance with the manufacturer’s instructions. If these are not available it is recommended that they are serviced annually unless advised
otherwise by a Gas Safe registered engineer;
¡¡ ensure an annual safety check is carried out on each gas appliance/flue. Before any new lease starts, you must make sure that these checks have been carried out within one year before the start of the lease date, unless the appliances in the property have been installed for less than 12 months, in which case they should be checked within 12 months of their installation date;
¡¡ have all installation, maintenance and safety checks carried out by a Gas Safe registered engineer;
2 of 5 pages
Health and Safety Executive
Landlords. A guide to landlords’ duties: Gas Safety (Installation and Use) Regulations 1998
¡¡ keep a record of each safety check for at least two years;
¡¡ issue a copy of the latest safety check record to existing tenants within 28 days of the check being completed, or to any new tenant before they move in (in certain cases there is an option to display the record).
The Regulations specify the gas safety matters to be covered. You should not assume that an annual service inspection meets the safety check requirement, or
that a safety check will, on its own, be sufficient to provide effective maintenance. Ask the advice of a Gas Safe registered engineer where necessary.

Which gas equipment is covered?
The safety check and maintenance requirements generally apply to any gas
appliance or flue installed in the ‘relevant premises’ except that:
¡¡ appliances owned by the tenant are not covered;
¡¡ flues/chimneys solely connected to an appliance owned by the tenant are not
covered;
¡¡ any appliances and flues serving ‘relevant premises’ (such as central heating
boilers not installed in tenants’ accommodation, but used to heat them) are
covered.
The safety check does not apply to any gas appliance (such as gas fires provided
for customers in non-residential areas of public houses) that is exclusively used in a
part of premises occupied for non-residential purposes.
Your duty to maintain and carry out safety checks applies to fixed as well as
portable appliances, such as LPG cabinet heaters.
Can I delegate duties to a tenant?
No, except that a contract may be drawn up between a landlord or tenant for an
appliance or flue installed in a non-residential part of a premises, for example
shops and public houses etc. Your tenant has a duty not to use an appliance they
believe to be dangerous.
What happens if I use a managing agent?
The landlord retains overall responsibility for ensuring compliance with
requirements. The management contract should clearly identify who is to
make arrangements for maintenance and safety checks to be carried out
and to keep records.
What if the property is sub-let?
In these situations the ‘original’ landlord may retain duties which overlap
with those acquired by the person who sub-lets. In such cases, close
co-operation and clear allocation of duties are essential to ensure that legal
duties are fully met, and that the terms of the contract properly safeguard
tenants’ safety.
3 of 5 pages
Health and Safety
Executive
Landlords. A guide to landlords’ duties: Gas Safety (Installation and Use) Regulations 1998
What action is required to gain access to property?
The contract you draw up with the tenant should allow you access for any
maintenance or safety check work to be carried out.
You have to take ‘all reasonable steps’ to ensure this work is carried out,
and this may involve giving written notice to a tenant requesting access,
and explaining the reason. Keep a record of any action, in case a tenant
refuses access and you have to demonstrate what steps have been taken. If
a tenant continues to refuse access after repeated contacts, you may need
to consider proper action through the courts under the terms of the tenants’
contract. However, do not use force to gain entry into the property.
How do I know whether the gas engineer is Gas Safe
registered?
The engineer should be able to provide you with a current
ID card. The card contains a photo of the engineer, their
business registration number and personal licence
number, company name, the start and expiry date
of the card and a security hologram. The reverse
of the card details what kind of gas work the
engineer is able to do. You can also call Gas
Safe Register during normal office hours
on 0800 408 5500 or go to the website
www.gassaferegister.co.uk.
What if an appliance fails the safety check?
The safety check record will contain details of any defect identified and remedial
action taken. You must ensure that any safety defect is rectified (by a Gas Safe
registered engineer) before the equipment is used again. It is recommended that
you keep copies of work done to rectify defects identified by the safety check.
It is an offence to use, or allow the use of, a gas appliance you know to be unsafe.
In no circumstances should you reconnect an appliance that you have been told is
unsafe, which has either been isolated or disconnected for safety reasons, until the
fault has been rectified.
What happens if I don’t maintain my tenants’ gas appliances?
Failure to do so may result in loss of life. Not only that, you risk being prosecuted,
and this could result in you facing imprisonment or a fine of up to £20 000, or both,
for each offence. If the case is then referred to the Crown Court the maximum penalty
may be imprisonment, or an unlimited fine, or both.
4 of 5 pages
Health and Safety
Executive
Landlords. A guide to landlords’ duties: Gas Safety (Installation and Use) Regulations 1998
What action do I take in the event of a gas escape?
If you smell gas, or suspect there is a gas escape, or a carbon monoxide leak, you
should immediately do the following:
¡¡ Open all doors and windows.
¡¡ Shut off the gas supply at the meter control valve (if you know where it is). If gas
continues to escape call National Grid on the Gas Emergency Freephone
Number 0800 111 999.
¡¡Make sure that any investigations or repairs are carried out by a Gas Safe
registered engineer.
If you provide liquefied petroleum gas (LPG) for use by a tenant in premises other
than a building, eg a caravan or holiday home park, you must discuss emergency
arrangements with your LPG supplier and agree what action to take in case of a
gas escape or emission of carbon monoxide from any LPG appliance.
Further reading
If you would like more detailed information on the subject, you will find the following
HSE publication useful: Safety in the installation and use of gas systems and
appliances. Gas Safety (Installation and Use) Regulations 1998. Approved Code of
Practice and guidance L56 (Second edition) HSE Books 1998 ISBN 978 0 7176
1635 0.
Also, for safety information on gas, solid fuel and oil burning appliances, and
information on the symptoms of carbon monoxide poisoning, look at the
Department of Health booklet Keep warm keep well (updated annually). Download
it from www.dh.gov.uk or www.direct.gov.uk, or write to Department of Health
Publications, PO Box 777, London SE1 6XH, Tel: 0300 123 1002.

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