Landlord gas safety renewals: a reminder system that doesn’t slip

Hamid Aziz · 22 October 2026

For most heating firms, landlord gas safety checks are steady, repeat work. The certificate tells you exactly when the next one is due. The work still gets lost, because the date sits in one place and the job of acting on it sits with whoever remembers.

The dates that matter

HSE’s guidance for landlords sets out the timings an office has to work around:

• The check is annual.
• It can be done up to two months before it’s due, and the landlord keeps the original deadline.
• Existing tenants get a copy of the record within 28 days of the check.
• New tenants get a copy before they move in.
• Records are kept for at least two years. If the early window is used, they’re kept until two further checks have been done.

That two-month window is the useful part. A reminder that lands inside it gives the landlord a reason to book early, with nothing lost on the date.

Where renewals usually slip

• The due date lives in the certificate software or a spreadsheet, and nobody is told when it comes round.
• The reminder goes to the landlord, but the letting agent books the work, or the tenant has to give access.
• One reminder goes out, nobody replies, and the next prompt is the expiry date.
• The job gets done, but the certificate reaches the landlord days later because someone has to send it by hand.

What a working system does

• Records the next due date once, when the certificate is issued.
• Sends the first reminder about eight weeks out, so the landlord can book inside the early window, then follows up if there’s no reply.
• Sends each reminder to whoever actually books the work, landlord or agent, with a simple way to pick a date.
• Confirms the visit with the tenant before the engineer turns up.
• Sends the certificate to the landlord or agent as soon as the job is closed, so the tenant’s copy can go out well inside 28 days.
• Gives the office a short list each morning: due within 30 days and not yet booked.

None of this means changing the software you issue certificates with. An export of last year’s certificates is enough to start. If you only want to see what’s coming up, the free certificate renewal tracker lists which gas safety, EICR and PAT dates are due.

If you’d like the reminders sent for you, see what we build for heating and plumbing firms.

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