Gas safety certificates and the landlord database

Written by GenZAgents, reviewed 28 October 2026. Sources below.

When you register a property that has gas, you upload its latest gas safety record (the CP12) and the record's issue date. You do this within 28 days of making the entry (in the draft regulations, regulation 6(2), and reported by the NRLA; not yet in official guidance). The check is annual, so make sure the record will still be in date at your region's deadline. If it runs out first, book the next check before it expires.

What the service asks for

For a property with a gas supply, the official guidance asks for a copy of the gas safety record, if one exists, and its issue date. If the property has no gas, there is no record to upload.

Annual, so timing matters

The gas safety check is done every year by a Gas Safe engineer, and each record runs for a year from its issue date. The deadlines run from March to November 2027, so a record you hold today may lapse before you register.

Here is the example rentready uses. A West Midlands property has a gas safety record issued on 1 February 2026. It expires on 1 February 2027. The West Midlands deadline is 14 March 2027, so the record runs out 41 days before the deadline. rentready marks it WARN and tells you to book the next check before 1 February 2027.

Three cases

In date at your deadline. Upload it as it is.
Expires before your deadline. Book the next check before the record runs out. Then you have a current record when you register.
Already lapsed, or you cannot find it. Book a check now, so you have a current record to upload.

Keeping the entry up to date

Registration is not a one-off. Section 78 of the Renters' Rights Act 2025 lets regulations require active entries to be kept up to date (section 78), and the draft regulations set the limit: 28 days from the day the information goes out of date (draft regulation 9(4)). When a certificate is renewed, upload the new one within 28 days. See the two 28-day rules below.

The gas record renews every year, so this is the certificate you will update most often. rentready's calendar file puts every gas expiry in your calendar, with reminders 60 and 14 days before.

Scanning and naming

Scan each record as a PDF before you start the entry. rentready's registration pack gives each certificate a file name to scan it as, for example 12-example-st_gas-safety-record_2026-02-01.pdf, so the right record goes with the right property.

Several properties

With a portfolio, gas checks fall on different dates for each property. Put every property into rentready, or paste a CSV with a gas column holding each record's issue date and a no_gas column for properties without a supply. You get one table showing which records expire before each property's deadline, and what to book first.

Check your properties free Runs in your browser. Only the postcode leaves it, to find the region.

The two 28-day rules

Upload within 28 days, or the entry goes inactive. You can make a property's entry before you have the tenancy and safety details (occupiers, licences, gas safety record, EICR, EPC, rent), but they must be added within 28 days of making the entry (draft regulation 6(2)). If they are not, the entry becomes inactive (draft regulation 11(2)(a)). An inactive entry is the same as no entry: letting the property risks a penalty of up to £7,000, and the court cannot make a possession order except on Ground 7A or Ground 14 (section 90).
Update within 28 days of any change. When information or a document in the entry goes out of date, for example when the annual gas safety check replaces last year's record, or a new EICR replaces the old one, the entry must be updated within 28 days of the day it went out of date (draft regulation 9(4)). For gas, that is every year.

Both rules are in the draft Private Rented Sector Database Regulations 2026, which Parliament has not yet approved; the official guidance does not mention them yet.

Questions

Do I upload the gas safety certificate to the landlord database?

Yes, if the property has gas. You upload the latest gas safety record and its issue date.

How often is a gas safety check needed?

Every year, by a Gas Safe engineer.

My gas safety record expires before my deadline. What should I do?

Book the next check before it runs out, so you have a current record when you register.

What if the property has no gas?

Then there is no gas safety record to upload.

Related guides

Sources

Not legal advice. Check gov.uk before relying on this. Last checked 28 Oct 2026.