Estate & Letting Agents · Portfolio Landlords23 Sept 2026 · 5 min read
By Mohammed Miah, Gas Safe registered heating engineer
Every rented home with a gas appliance needs an annual gas safety check by a Gas Safe registered engineer. It's one of the few compliance jobs that can land on the agent as well as the landlord, so it pays to know exactly where the responsibility sits and how to stay on top of it across every property you manage.
What the law requires
The Gas Safety (Installation and Use) Regulations 1998 require landlords to make sure gas appliances, fittings and flues they provide are maintained in a safe condition, and that a safety check is carried out at least every 12 months.
- The check must be done by a Gas Safe registered engineer qualified for the appliances in the property.
- A copy of the gas safety record must be given to existing tenants after each check, and to new tenants before they move in.
- Records must be kept until two further checks have been carried out.
- A check can be done up to two months before the renewal date while keeping the original anniversary, so you don't lose time by booking early.
When the responsibility is the agent's
If your management agreement makes you responsible for arranging gas safety checks, the duty can fall on your agency as well as the landlord. Make it clear in every agreement who books the check, who receives the record and who follows up on any remedial work.
Keeping a portfolio compliant
- Keep one list of every managed property with its last check date and renewal date.
- Book renewals in the two-month early window so a missed appointment doesn't push you over the deadline.
- Send tenant contact details to your engineer so access is arranged directly, not relayed through your office.
- Ask for records to be sent to both your office and the landlord so nobody is left chasing paperwork.
- Treat any 'at risk' or 'immediately dangerous' finding as urgent and get the remedial work quoted the same week.
With a business account, we can track renewal dates across your managed properties, book directly with tenants and send every record to you and the landlord, invoiced to your account.