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Get a free quoteShort answer: Residential landlords normally need annual checks of the relevant gas appliances and flues by a suitably qualified Gas Safe engineer. Give existing tenants the record within 28 days and new tenants a copy before moving in, and keep it for at least two years. Maintenance duties continue between inspections.
Landlord gas safety certificates are more than paperwork to file before a tenancy starts. Derby and Derbyshire landlords need to arrange the right checks, maintain the relevant equipment and provide tenants with the record within the required timetable.
Etta Plumbing & Heating Services has served Derby since 1997. This guide explains the main duties for residential lettings, what to prepare for the appointment and why boiler servicing and a gas safety check should not be treated as interchangeable.
- Arrange the required gas safety checks every 12 months with an appropriately qualified Gas Safe engineer.
- Give existing tenants the record within 28 days and new tenants a copy before they move in.
- Keep the safety-check record for at least two years.
- Maintenance duties continue between annual checks.
- Plan access early and keep evidence of reasonable attempts if access is difficult.
Landlord gas safety certificates: what the record means
The document is formally the landlord gas safety record, although it is often called a certificate or CP12. It records the results of the required safety checks rather than offering an unlimited guarantee that equipment cannot develop a fault later.
For Derby residential landlords, the duties generally concern gas appliances, fittings and flues provided for tenants. Communal equipment serving the accommodation can also be relevant, and complex ownership arrangements need clear coordination.
Our gas inspection and certificate service can help arrange the inspection. Explain the property, appliances and tenancy situation so the scope is understood before the appointment.
Landlord gas safety certificates and the annual timetable
The required safety checks are normally due every 12 months. Plan the appointment from the previous record rather than waiting for the tenant to report a fault or for a letting agent to request the paperwork.
Derbyshire landlords can use the permitted early-check arrangements where applicable: checking up to two months before the due date can retain the original deadline. Keep the dates clear and confirm the arrangement rather than assuming any early appointment changes the anniversary automatically.
The HSE landlord guidance explains the duties and timetable. It is useful when setting reminders, especially for a portfolio where appliances and records have different due dates.
Use an engineer qualified for the actual appliances
Check the engineer's Gas Safe registration and the relevant categories for the equipment and fuel. A registration number alone does not establish competence for every type of appliance or installation.
For a Derby letting, list the landlord-provided boiler, cooker, gas fire and other relevant appliances when booking. LPG equipment also needs the appropriate competence, and the appointment should not be priced or planned as a single boiler check if more equipment is involved.
Etta is Gas Safe registered, number 166252. Our fuel-specific work can be discussed with the team, but the inspection scope should match the property and its appliances.
Tenant copies and keeping your own records
Existing tenants must receive the safety-check record within 28 days of the check, and new tenants should have the copy before moving in. The landlord must retain the record for at least two years.
For Derby landlords, organise the copy and delivery evidence alongside the tenancy file. Electronic delivery can be practical where the tenant is happy to receive it and can access it, while HSE says a paper copy should be provided if requested.
The HSE guidance on dealing with tenants covers communication and access. Confirm who sends the record if a managing agent is involved, so the task does not fall between the agent and owner.
See what servicing and fault finding cost
Indicative prices, all including VAT: combi boiler service £95, natural gas safety inspection £95 for one appliance, and fault finding £84 per hour or part thereof in normal working hours. Boiler swaps are priced after a survey.
View our price listA gas safety check is not the same as servicing
A safety check addresses its defined inspection duties; servicing follows the appliance manufacturer’s maintenance requirements. Booking one should not create the assumption that every task belonging to the other has been completed.
Derby landlords can arrange the work together where practical, but the engineer should confirm both scopes and the documents provided. Ask for a clear explanation rather than treating the presence of a certificate as proof of a complete boiler service.
Our boiler servicing service is separate from the safety-check appointment. The HSE maintenance guidance explains the continuing duty to maintain relevant appliances, flues and pipework.
Gas or carbon monoxide emergency: if you smell gas, a carbon monoxide alarm sounds or you suspect exposure, leave the property and call 0800 111 999 from outside. Avoid naked flames and electrical switches; ventilate and turn off gas at the meter only if safe. Seek urgent medical help for symptoms, and call 999 for severe symptoms or immediate danger. For LPG, contact your supplier. Do not reuse the appliance until a suitably qualified engineer has checked it.
Access problems need early action and evidence
Contact the tenant well before the due date and agree a practical appointment. Explain why the inspection is needed, who will attend and what access is required, using the tenancy arrangements and appropriate notice.
If a Derby tenant does not provide access, keep a record of the attempts and communication. HSE expects reasonable steps appropriate to the circumstances, including written explanation and opportunities for the tenant to arrange a suitable time.
Do not force entry or assume that a fixed number of messages automatically proves compliance. Where access remains unresolved, obtain appropriate advice and continue addressing the issue rather than letting the deadline pass without a plan.
What happens if the engineer identifies a problem?
The findings should explain the appliance or installation concern and the action required. An unsafe appliance may need to be isolated or left unused, and the landlord should follow the engineer's instructions rather than overriding them to keep heating available.
For Derbyshire lets, arrange any necessary remedial work promptly and communicate the practical implications to the tenant. The inspection record is not a repair invoice, so clarify which work has been completed and which still needs arranging.
Our repair services can be discussed where relevant. Gas appliance repairs require the right qualified engineer, and replacement should follow the actual condition and findings rather than the certificate appointment alone.
Moving tenants, empty properties and managing agents
Before a new tenant moves in, provide the current record and ensure the relevant installation is safe. A vacant period is not a reason to ignore known defects or assume equipment has remained unchanged since the last visit.
Derby landlords should consider whether any damage, interference or changes during vacancy require further assessment. If tenant-owned equipment is left behind and becomes landlord-provided equipment, discuss its inclusion and condition before re-letting.
A managing agent can arrange tasks, but responsibility needs clear allocation in the management agreement. Keep access to the records and confirm that inspections, tenant copies and remedial actions have actually been completed.
Preparing for the check and confirming the price
Provide the address, appliance list, previous record and known defects when contacting the engineer. Make access to the appliances, controls and relevant areas practical, and arrange a tenant or authorised contact for the visit.
Etta's published indicative natural-gas inspection price is £95 for one appliance during normal working hours, including VAT. Derby landlords should confirm the actual scope, additional appliances and any separate service or repair costs before booking.
Use our current price list and contact page to arrange the work. For unusual premises, communal systems or uncertain responsibility, explain the circumstances rather than relying on a standard single-property assumption.
Landlord gas safety certificates: a Derby checklist
Use this summary when planning work or speaking to our Derby team. The right recommendation depends on the property, the equipment and an assessment of the installation.
| Item | Why it matters | What to do |
|---|---|---|
| Due date | Annual checks need advance planning | Use the previous record to schedule |
| Engineer | Competence must match the appliance | Check registration and categories |
| Tenant copy | Delivery has a required timetable | Send and record delivery |
| Maintenance | Duties continue between checks | Arrange servicing and necessary repairs |
| Access | Difficulty does not remove the issue | Keep communication and reasonable-attempt records |
Not sure what your home needs?
Talk it through with a Gas Safe engineer. Call 01332 204533, Monday to Friday, 8am to 5pm, or send us a message.
Speak to our teamFAQs: landlord gas safety certificates in Derby
How often does a rental property need a gas safety check?
The relevant landlord-provided gas appliances and flues normally need checking every 12 months. Maintenance and action on defects are also required between checks.
When must I give the record to tenants?
Give existing tenants a copy within 28 days of the check and new tenants a copy before they move in. Retain your record for at least two years.
Does an annual boiler service replace the certificate?
No. Servicing and the landlord gas safety check have separate scopes. Ask the engineer to confirm both if you want them carried out together.
What if my tenant refuses access?
Keep evidence of reasonable attempts and written communication, and offer practical appointment arrangements. Do not force entry; obtain appropriate advice if the problem continues.
Is the certificate required for a property with no gas?
These gas safety-check duties relate to relevant gas installations and appliances. Other safety and maintenance responsibilities may still apply, so do not treat “no gas” as meaning no duties.
Plan your next step with our Derby team
Landlord gas safety responsibilities work best as a clear annual process with ongoing maintenance between visits. Derby and Derbyshire landlords should know the due dates, arrange qualified attendance and make sure records reach tenants on time.
Contact our team with the property and appliance details to discuss the inspection. This guide is general information; for unusual tenancy arrangements or unresolved access issues, consult the current HSE guidance and obtain appropriate advice.
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Get a free quotePrices quoted are indicative, include VAT and relate to normal working hours (8am to 5pm). Every installation is quoted after assessment. Etta Plumbing & Heating Services is Gas Safe registered (No. 166252) and OFTEC registered (C100278).
