What is a gas breakdown record?
It is a record of a breakdown or repair visit, noting the fault found, the work done and confirmation the appliance is left safe.
GSIUR / manufacturer guidance
Gas Breakdown Record
A gas breakdown record documents a breakdown or repair call on a gas appliance or boiler. It captures the fault reported, the work carried out and confirmation that the appliance has been left in a safe condition.
It gives the customer a clear account of the visit and the outcome, and forms part of the appliance's maintenance history.
TradePlanr lets you complete the breakdown record on your phone during the call, note the diagnosis and repair, and issue a PDF before you leave.
Issue this certificate from your phone
TradePlanr generates this and 35+ other gas, electrical, oil, plumbing and renewables certificates as proper PDFs — filled on site, signed on screen and stored against the job. Works even with no signal. Free to download.
What it covers
- Customer, property and appliance details, with the engineer's Gas Safe registration
- The fault or symptoms reported by the customer
- The diagnosis and cause identified
- The work carried out and any parts fitted or replaced
- Readings taken to confirm safe operation where relevant
- Confirmation the appliance is left safe, or classified unsafe with action taken
- Any follow-up work recommended or parts to be ordered
When it's required
A breakdown record is issued whenever an engineer attends a repair or breakdown call. It provides the customer with evidence of the visit and the work carried out.
If the engineer finds the appliance is unsafe and cannot repair it on the visit, the situation should be handled under the unsafe situations procedure and a warning notice issued alongside the breakdown record.
Any gas repair work must be carried out by a Gas Safe registered engineer, whose details should appear on the record.
How to issue it in TradePlanr
- 1
Create the job
Open TradePlanr and start a job for the call-out, adding the customer and appliance details.
- 2
Pick the breakdown template
Select the gas breakdown record template so the fault, work done and outcome fields are ready.
- 3
Record the repair on site
Note the reported fault, your diagnosis, the work carried out and parts fitted, and confirm the appliance is left safe.
- 4
Sign and send the PDF
Sign on screen and send the customer their breakdown record PDF for their maintenance history.
Frequently asked questions
Do I need to record parts fitted on a breakdown?
Recording the diagnosis and any parts fitted gives the customer a clear account of the visit and supports the appliance's maintenance history.
What if the appliance cannot be made safe?
If the appliance is unsafe and cannot be repaired, it should be handled under the unsafe situations procedure and a gas warning notice issued alongside the breakdown record.
Can I complete a breakdown record on my phone?
Yes. TradePlanr lets you record the repair on site, sign on screen and send the customer a PDF straight away.
Related certificates
Gas Warning / Advice Notice
The warning notice issued for an At Risk or Immediately Dangerous gas situation.
Gas Service & Maintenance Record
The service and maintenance record issued when a gas appliance is serviced.
Domestic Gas Safety Certificate
The safety check record for domestic gas appliances, issued after an installation or check.
No card required · Free to start · iPhone, Android & web