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Compliance
A quarterly gas-compliance checklist for letting agents
By Jordan Valentine-Dunn, Gas Safe registered engineer · 9 July 2026
For a letting agent, gas compliance across a portfolio works best as a quarterly rhythm: pull every property's next-due date, book anything due in the next 90 days, chase access early where it's hard, deliver each new record to the tenant within 28 days, and keep proof of the lot. The duty usually stays with the landlord, but the tracking is what agents get paid for.
Who's actually responsible
Under the Gas Safety (Installation and Use) Regulations 1998 the duty generally sits with the landlord, but a managing agent contracted to arrange checks takes on a real, practical responsibility, and often a contractual one. Either way, a missed check is a problem an agent is expected to prevent. Be clear in every management agreement about who books, who tracks and who holds the records.
The quarterly routine
Pull the next-due dates
List every managed property with a gas appliance and its next-due date, not the last-check date. Anything due in the next 90 days goes on the action list.
Book early, batch by area
Get engineers booked before the property's own deadline, and group nearby properties into fewer visits. The two-month early-check window lets you bring a renewal forward without moving its anniversary.
Chase the hard access first
The properties that slip are the ones where access is difficult. Start those early, in writing, and keep a record of every attempt.
Deliver and file
Get each new record to the tenant within 28 days, send the landlord their copy, and store the record where you can produce it in seconds. Keep records for at least two years.
Where a system earns its place
A spreadsheet works for a handful of properties. Across a real portfolio the dates drift, reminders get missed, and one lapsed record is a call you don't want to make to a landlord. A system that tracks every next-due date and surfaces it early turns compliance from a memory test into a routine, which is exactly what a landlord is paying an agent for.
This is general guidance, not legal advice; responsibilities depend on your management agreements. The check itself must be carried out by a Gas Safe registered engineer.