Letting agents

Gas and electrical safety records: a routine for Scottish letting agents

Gas and electrical safety checks rarely go wrong because nobody knows the rule. They go wrong because a date sits in someone's head or inbox, a certificate never reaches the tenant, or a copy is lost when a portfolio moves agencies. This page sets out what the law says and a simple records routine that closes those gaps.

What the law says: electrical safety

The Repairing Standard (Housing (Scotland) Act 2006, s13) includes the requirement that "the installations in the house for the supply of water, gas, electricity (including residual current devices) and any other type of fuel … are in a reasonable state of repair and in proper working order" (s13(1)(c)), and that landlord-provided "fixtures, fittings and appliances" are in a reasonable state of repair and in proper working order (s13(1)(d)).

Source: legislation.gov.uk, s13

Section 19A sets the inspection duty. It is complied with if:

"(a) an inspection has been carried out before the tenancy starts (but not earlier than 5 years before the start of the tenancy), and (b) inspections are carried out during the tenancy at such intervals to ensure that there is a period of no more than 5 years between each inspection."

The landlord must "before the start of the tenancy, provide the tenant with a copy of the record of the most recent inspection carried out" and "provide the tenant with a copy of the record of any inspection carried out during the tenancy" (s19A(3)).

Source: legislation.gov.uk, s19A

Section 19B says the inspection "must be carried out by a competent person". The record must include, among other things, the date, the address, the landlord's or agent's name and address, the inspector's name, address and qualifications, each item inspected, any defect found and any action taken. A copy must be "retained by the landlord for a period of 6 years" (s19B(3)(b)).

Source: legislation.gov.uk, s19B

The Scottish Government's Repairing Standard statutory guidance explains that the electrical safety inspection covers both periodic inspection and testing of the installation (recorded on an EICR) and in-service inspection and testing of landlord-provided electrical equipment ("also known as PAT testing"), at intervals of no more than five years (para D.56). It also says "The absence of an RCD means that the house does not comply with the Repairing Standard" (para D.55).

Source: gov.scot, Annex D3

For what the Repairing Standard covers, see our Repairing Standard checklist.

What the law says: gas safety

The Gas Safety (Installation and Use) Regulations 1998, regulation 36, apply to landlords in Scotland. A landlord must ensure each gas appliance and flue is "checked for safety within 12 months of being installed and at intervals of not more than 12 months since it was last checked for safety" (reg 36(3)(a)), and that a record of each check is made and kept "until there have been two further checks" (reg 36(3)(c)).

The landlord must give a copy of the record "to each existing tenant … within 28 days of the date of the check", and a copy of the last record to any new tenant "before that tenant occupies those premises" (reg 36(6)).

Source: legislation.gov.uk, reg 36

At a glance

The records routine (template)

1. One register per property. Record the appliances and flues, the last gas check date, the last EICR and PAT dates, and who did them (a Gas Safe registration number, or the electrical inspector's name and qualifications).
2. Calculate the next due dates the day a certificate arrives: 12 months for gas; no more than 5 years for EICR and PAT.
3. Book early. Start contractor booking well before the due date, and record tenant access arrangements (see access for repairs).
4. Check the certificate on arrival. Make sure it has every field the law lists, the right address, and any defects with actions.
5. Send the tenant their copy and log it. Gas: within 28 days of the check. Electrical: before the tenancy starts, and after any inspection during it.
6. Raise any defect as a repair the same day, with the landlord approval route already agreed (see landlord repair approval thresholds).
7. Before each new tenancy, check that the gas record is in date and that the electrical inspection is no more than 5 years old. Send both copies before move-in.
8. Keep records for the full period (6 years for electrical; until two further checks for gas). When a property moves agencies, hand them over or confirm the landlord holds them.

How Lorework helps

Lorework takes on the repetitive admin, freeing up you and your team for more important work. For safety records, that means certificates filed against the right property, due dates tracked, and tenant copies logged. Your team works in chat. Once staff approve them, updates go to tenants by SMS. It follows your agency's own procedures, and a member of staff approves every reply before it is sent.

Want to see it on your own bottleneck?

Questions

See it on your own safety records

Book a 30-minute demo, Monday to Friday, 08:00 to 18:30 UK time.