Alongside the EICR, a gas safety certificate is one of the documents we ask to see during most fire risk assessments. People often call it a "Gas Safe certificate", after the register that gas engineers must belong to. Landlords tend to know they need one every year, but many business owners and managing agents are less sure what applies to their premises, or why a fire risk assessor would be interested in it at all.
In this post we explain what a gas safety certificate is, when the law requires one, what commercial premises need, and how gas safety fits into the fire risk assessment that the Regulatory Reform (Fire Safety) Order 2005 requires.
What is a gas safety certificate?
"Gas safety certificate" is an everyday term and does not appear in the law. In rented homes, the document is properly called a landlord gas safety record, and some people still know it by its old form number, the CP12. In commercial premises, engineers issue a range of gas safety records and certificates depending on the type of installation, such as a commercial kitchen or a boiler house.
Whatever it is called, the document records the results of a safety check on gas appliances, pipework and flues, carried out by an engineer on the Gas Safe Register. It will list each appliance checked, whether it is safe to use, and any defects found. Since 2009, the Gas Safe Register has been the official list of businesses and engineers legally allowed to work on gas in Great Britain, replacing the older CORGI scheme.
Check the engineer's ID cardEvery Gas Safe registered engineer carries an ID card that shows the types of gas work they are qualified to carry out. An engineer qualified for domestic boilers is not automatically qualified for commercial catering equipment or large boiler plant. You can check the card, or look up the engineer on the Gas Safe Register website, before any work starts.
What the law requires
The main legislation is the Gas Safety (Installation and Use) Regulations 1998, which apply across England, Wales and Scotland. The requirements depend on the type of premises.
For rented homes, including flats and HMOs, landlords must have every gas appliance and flue they provide checked for safety at least once every 12 months by a Gas Safe registered engineer. A copy of the record must be given to existing tenants within 28 days of the check, and to new tenants before they move in, and records must be kept for at least two years. A check can be carried out up to two months before the deadline while keeping the original renewal date, which makes it easier to plan inspections across a portfolio.
For workplaces, such as offices, shops and warehouses, the Regulations require employers and the self-employed to keep gas appliances, pipework and flues maintained in a safe condition. They do not set a fixed annual check, but annual servicing and inspection by a suitably qualified engineer is the generally accepted way to show the duty is being met. Premises with commercial kitchens, such as hotels, restaurants and pubs, schools and care homes, will usually need a separate commercial catering certificate covering the cooking equipment and ventilation.
Why gas matters to your fire risk assessment
The Fire Safety Order does not mention gas safety certificates. It does, however, require the Responsible Person to assess the risk of fire and to take the precautions needed to keep people safe. Gas installations are relevant to that assessment in several ways:
- gas appliances, such as boilers, cookers and space heaters, are sources of ignition, and a poorly maintained appliance is more likely to cause a fire
- a gas leak can lead to an explosion, which may damage the structure and fire protection of the building as well as causing injury
- boilers and gas meters are sometimes located in cupboards on escape routes, where a fire or leak could block the way out
- commercial kitchens combine gas burners with fat, oil and extract ductwork, which together are one of the most common causes of fires in hospitality premises
- bottled gas, such as LPG cylinders for patio heaters or portable cookers, brings its own storage risks
When we carry out a fire risk assessment, a current gas safety record is one of the clearest pieces of evidence that the gas installation has been checked and that this source of ignition is being controlled. If the record is missing or out of date, or it shows defects that have not been put right, we will usually raise this in the action plan.
Commercial kitchens need a gas interlockIn most commercial kitchens, the gas supply to the cooking equipment should be linked to the extract ventilation, so that the gas cannot be used unless the ventilation is running. The interlock is usually checked as part of the commercial catering inspection. It is worth confirming it is in place and working, as it reduces the risk of a build-up of gas or combustion fumes.
Gas in your fire emergency arrangements
Gas safety is also part of planning for an emergency. Your fire evacuation plan should make clear where the gas emergency control valve is located, who is responsible for isolating the supply in an emergency, and what to do if staff or residents smell gas. Fire wardens and key staff should know this as part of their fire safety training, and the information should be easy to pass to the fire and rescue service when they arrive.
In rented homes in England, landlords must also fit a carbon monoxide alarm in any room used as living accommodation that contains a fixed combustion appliance, other than a gas cooker. While carbon monoxide alarms are not fire alarms, they are often checked alongside smoke alarms, and both should be tested and recorded as part of your routine fire safety checks.
Getting the most from your gas safety record
A few simple steps will make your gas safety records more useful, both for compliance and for your fire risk assessment:
- use a Gas Safe registered engineer who is qualified for the type of installation in your building
- check that the record covers every gas appliance you are responsible for, including any in common areas, plant rooms or kitchens
- deal with any defects promptly, and keep written confirmation from the engineer that the work has been done
- keep gas, electrical and fire safety records together, so they can be reviewed in one place
- put the next check date in your diary, or ask your managing agent to track it across your properties
- send a copy of the latest record to your fire risk assessor before their visit
Need a fire risk assessment?
As part of every fire risk assessment, our ABBE Level 3 and 4 qualified assessors review your gas and electrical safety records alongside your fire alarm, emergency lighting and fire door arrangements. We work with businesses, landlords and managing agents across the North West, North Wales and the West Midlands. If you would like an assessment or a review of an existing one, please get in touch.
Get a quote Fire risk assessmentsThis article provides general guidance only and does not replace a fire risk assessment or professional advice specific to your premises. The Fire Safety Order applies in England and Wales. Other legislation and guidance referred to apply in England unless otherwise stated.