Arranging a landlord gas safety check: access and appointments

The gas safety check is due, the tenant works during the day and the agent is trying to find a time that suits everyone. A little organisation early on can make the appointment much easier to arrange.

Start with the due date, an appliance list and one person who can agree access. Confirm what is being booked and where the record needs to go afterwards. Those small details help the visit run smoothly.

This guide is for landlords, tenants and agents arranging gas safety work around Haywards Heath, Burgess Hill and the nearby villages. For the full checking and alarm responsibilities, see our landlord gas safety guide.

Start with the due date, not a guess

Check the previous gas safety record. Tell the engineer if an appliance has been added, the tenancy is changing or the check is already overdue. Make sure the appliance list includes any gas fire or cooker provided by the landlord.

It may be possible to carry out the annual check up to two months before the deadline while retaining the original renewal date, provided the requirements are met and the records kept. That can give you more room to arrange an appointment. It does not extend an overdue deadline. HSE explains the early-check and record requirements.

Give the engineer the full picture when you book

Alongside the appliance list, say whether servicing is needed and mention any faults already reported. A service, a landlord check and a repair do different jobs, even when some of the work can be arranged for one visit.

If you want both a service and a safety check, include both in the booking. Our boiler service guide explains the difference. You can also use our landlord gas safety service page to help plan the work.

Agree who is meeting the engineer

Confirm the date, who can let the engineer in and how to contact them if arrangements change. Where the resident wants a family member or carer present, take that into account before agreeing the appointment.

Tell the tenant who is coming and what work has been booked. They should feel comfortable asking to see the engineer's Gas Safe ID when they arrive.

On a Burgess Hill landlord visit in August 2026, we arranged the appointment with the occupants and managing agent. Terry attended on 6 August and the completed gas safety record was sent to the agent afterwards. Agreeing the visit and closing the loop with the record were both part of getting the work organised.

What if the tenant cannot make the appointment?

Ask what would work and offer a practical alternative. Working hours, caring responsibilities or a missed message may be the problem. A clear explanation of the visit and some flexibility with arrangements can help.

Keep dated notes of your contact and any missed appointments. Confirm the new arrangement so the tenant, agent and engineer are working from the same information.

What if access is refused or you get no reply?

HSE expects landlords to take all reasonable steps to meet their duties. Its guidance includes leaving notice of an attempted visit, writing to explain why the safety check is required and giving the tenant an opportunity to arrange a suitable appointment. Keep the correspondence.

There is no fixed number of attempts that automatically proves you have done enough. The circumstances matter, and you must not use force to enter. If the problem continues, seek appropriate housing or legal advice. Read HSE's guidance on access.

Finish the handover after the visit

Confirm that the record has reached the people who need it. Existing tenants must receive their copy within 28 days of the check; new tenants need theirs before moving in. An electronic copy can be used if the tenant agrees and can access it, with paper supplied if requested. HSE's record guidance.

If repairs are needed, keep the follow-up information with the check record. Make sure any instructions about an appliance staying off are understood by the tenant and anyone arranging the work.

Our guide to a boiler being turned off for safety explains what the household can expect, using a real Burgess Hill repair.

A current safety concern needs attention now

Do not save a suspected gas fault for the annual appointment. For a mains gas smell, get outside and call 0800 111 999 from a safe place. Avoid switches, smoking and flames. For an LPG leak, contact the supplier's emergency service. Call 999 for fire or immediate danger to life. HSE emergency advice.

If a CO alarm sounds or exposure is suspected, get into fresh air and seek urgent advice. Our CO guide explains the next steps. Emergency action comes first, even if you are still trying to reach the landlord or agent.

Ready to arrange the visit?

Send our team the details: the property area, appliance list, last check date and whether servicing or repairs are also needed. Tell us whether you are the landlord, tenant or managing agent so we can help coordinate the appointment.

You can meet the Smart Heat team or return to our Gas Safety Week guide for the rest of the campaign advice.