How to issue a CP12 gas safety record

A landlord gas safety check is routine work — it's the paperwork afterwards that eats the evening. The pad gets left in the van, the carbon copy smudges, and the agent rings a week later asking where their certificate is. Doing the CP12 on your phone means the record is finished when the job is, and the landlord has it before you've left the street.

The legal backdrop is familiar: landlords need a gas safety check every 12 months under the Gas Safety (Installation and Use) Regulations, and a copy of the record must reach the tenant within 28 days of the check. Requirements can vary with the situation, so follow Gas Safe guidance where it applies — this tutorial sticks to the workflow: filling in the record, capturing signatures and getting it sent the same day.

1. 1. Start a new gas safety record

   From the job, or from the Certificates tab, choose New Certificate and pick the landlord gas safety record (CP12). If you started from the job, the property address and customer details carry straight through — and because landlord jobs usually bill the agent rather than the tenant, you can set the landlord or letting agent as the recipient separately from the inspection address.

   Starting a new CP12 gas safety record in TradePlanr with the property address pre-filled from the job

2. 2. Fill in the property, landlord and engineer details

   Enter the landlord or agent's name and contact details against the property. Your own details — name, Gas Safe registration number and business information — come from your business profile, so they appear on every record without retyping.

   Tip

   Set your Gas Safe registration number once in your business profile and check it after each renewal — it's the one field on the record you never want wrong.

3. 3. Record each appliance and its checks

   Add each appliance at the property — type, location, make and model — then work through the check results as you go: operating pressure or heat input, flue condition and termination, ventilation provision, safety devices and whether the appliance is safe to use. Recording each appliance as you finish it beats trying to reconstruct three boilers' worth of readings from memory at the van.

   Appliances you've recorded at this property before carry over from the last visit, so an annual return visit starts half-filled-in rather than from scratch.

   The appliance checklist on a CP12 with flue, ventilation and safety device results being entered

4. 4. Note any defects and remedial work

   If something isn't right, record the defect and what you did about it — classified as you normally would under the industry unsafe situations procedure, with the warning advice you gave. A clearly written defect on the record protects you as much as it informs the landlord, and it's the paper trail that matters if anyone asks later.

   You can attach photos of the defect to the job alongside the certificate, which saves a lot of description when the landlord queries the remedial quote.

5. 5. Sign it and capture the received-by signature

   Sign the record on screen, then hand the phone to whoever is present — the tenant or the agent — to sign as having received it. If nobody's there to sign, you can complete your side and send the record on; the point is the certificate leaves site finished, not folded on the dashboard.

   The signature screen on a completed gas safety record with the engineer's signature captured

6. 6. Send it to the landlord or agent

   Choose Send and the finished PDF goes to the landlord or agent by email, with the record stored against the property in TradePlanr. That's the 28-day clock dealt with on day one — and because the certificate sits on the customer's timeline, next year's visit has last year's record a tap away.

   If you invoice the agent for the check, raise it from the same job while you're at it: certificate and invoice land together, which agents tend to pay faster.

   Tip

   Agents managing multiple properties love a same-day certificate — it's one of the cheapest ways to become the gas engineer they call first.

One visit, one phone, and the CP12 is checked, signed, sent and filed before you pull away. Next year the property, appliances and landlord details are already waiting — the record gets quicker every time you do it.