At a glance
| Record | How often | Keep it |
|---|---|---|
| Gas safety record | Every 12 months | At least 2 years, or until two further checks if you renew early |
| Electrical safety report (EICR) | At least every 5 years | Until the next inspection is due or done, unless replaced by a newer report |
Gas safety records
HSE says you must keep gas safety records for at least two years. Since 2018 you can have the check done up to two months before it’s due and keep the original deadline, as if the check had been done exactly 12 months after the last one. If you do, you must keep each record until two further checks have been carried out, so you can show every check was on time.
You can keep the records electronically, as long as they can be reproduced on paper when needed, for example for the tenant, HSE or the council. HSE’s page sets out the full conditions.
Tenants must get a copy within 28 days of the check, or before they move in. How to give tenants the gas safety record.
Electrical safety reports
The electrical installation must be inspected and tested by a qualified person at least every 5 years. You must:
- give existing tenants a copy within 28 days of the inspection
- give new tenants a copy before they move in
- give prospective tenants a copy within 28 days of them asking
- give the council a copy within 7 days of it asking
- keep a copy until the next inspection is due or done, and give it to the person doing that inspection
If the report says remedial or further investigative work is needed, it must be done within 28 days, or sooner if the report says so. Then, within 28 days of finishing, give the tenant and the council written confirmation from the electrician, along with the report.
Make expiry dates impossible to miss
The PRS database also needs a changed or expired certificate updated within 28 days. See what the PRS database needs. LandlordAhead stores each certificate with its expiry date and emails you before it’s due.