How to Send a Gas Safety Record to a Landlord or Tenant and Keep Proof (2026)
A practical UK workflow for checking, sending and retaining a landlord gas safety record without losing the audit trail.
The awkward part is rarely creating the record. It is making sure the final version reaches the correct landlord or tenant and leaves a trace the office can understand months later. A simple handover routine makes that easier without pretending a sent email proves the file was opened.
What does the law actually require?
For rented property in Great Britain, the landlord must arrange the annual gas safety check and give an existing tenant a copy of the record within 28 days. A new tenant must receive it before moving in. The Health and Safety Executive’s gas safety record guidance also says an electronic copy is acceptable when the tenant is happy to receive it that way and can access it. A paper copy still has to be supplied if the tenant asks for one.
The duty belongs to the landlord, but the practical handover is often done by the engineer or office. The same HSE guidance says an engineer may send the electronic record directly to the tenant when the landlord agrees. That makes the workflow important: the right document must reach the right person, and the business should be able to show what happened later.
What should you check before sending the record?
A fast send is useful only when the record is complete. Confirm the service address, the landlord or agent details, each appliance or flue checked, the date, the engineer identity and registration number, the result, and any safety defect or remedial action. These are among the minimum record contents listed by HSE.
Do not use an old customer email simply because it autofills. Ask which person should receive the record and whether the tenant should be copied. Where an agent manages several properties, match the PDF to the property record rather than relying on a file name that looks familiar.
Which delivery route can the recipient access?
Email works when the address has been confirmed and the recipient can open the attachment. A secure download link can work too, provided it remains available for long enough and the recipient knows what it is. Text can be useful for a link, but avoid exposing personal or property information in the message preview.
The Information Commissioner’s Office’s current data sharing code recommends choosing a secure sharing method when personal data moves between people or organisations. That does not mean every gas record needs an elaborate portal. It means considering the information, checking the recipient, limiting unnecessary data and protecting the accounts used to send and store it.
How should you keep proof without confusing it with proof of access?
Record the final file, recipient, channel, date and time. Keep the sent email or message reference where practical. That is good evidence that the business completed its handover step. It is not the same as proving that somebody opened, read or understood the record.
If an address bounces or a link expires, create an exception for a person to resolve. Do not let an automated success status hide a failed delivery. If the tenant requests paper, record that request and when the copy was posted or handed over.
What six-step workflow keeps delivery traceable?
- Complete and sign the correct gas safety record.
- Check the property, landlord, tenant and engineer details.
- Confirm the recipient and agreed delivery route.
- Send the final PDF or accessible secure link.
- Store the issued version against the property and job.
- Record the send event and follow up any failure.
In Checker, we let you create and sign reports on the job, send a PDF by email or a link by text, and keep the copy with the customer and property record. Whatever system you use, test the whole route with a real job before relying on it.
How do we support this workflow?
We built Checker for UK and Ireland trade businesses that need customers, properties, jobs, reports, quotes, invoices and follow-up in one operational record. Test one real job to confirm that our workflow, permissions and connected accounting setup match the way your business works.
Authoritative sources
- HSE: Gas safety check records and what to keep
- GOV.UK: Landlord safety responsibilities
- ICO: Data sharing code of practice
- Checker: current job management workflow
Frequently asked questions
Can a gas safety record be sent by email?
Yes. HSE says an electronic copy can be supplied when the tenant is happy to receive it electronically and can access it. A paper copy must still be provided if requested.
Who should send the record to the tenant?
The landlord is responsible for supplying it, but HSE says the engineer may send it directly when the landlord agrees. Record that instruction and the delivery event.
How quickly must an existing tenant receive it?
An existing tenant must receive a copy within 28 days of the check. A prospective tenant must receive the record before moving in.
Does a sent email prove the tenant opened the record?
No. It shows the delivery step was attempted. Keep bounce handling and a human follow-up process for failed or disputed delivery.
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