Gas safety certificates (CP12)

Every property with a gas appliance, pipe or flue needs a current Gas Safety Record — often called a CP12. A Gas Safe registered engineer carries out the check, and the record must be renewed every 12 months. This guide shows you exactly how to upload one in LetTrack and let it track the renewal for you.

What the law requires

• A gas safety check on every appliance and flue, once a year, by a Gas Safe registered engineer.
• A copy of the record given to existing tenants within 28 days of the check, and to new tenants before they move in.
• Records kept for at least 2 years.

LetTrack stores the record, tracks the expiry, and (if you choose) shares it with the tenant — but the check itself must be done by a qualified engineer.

Before you start

You'll need:

• The gas safety certificate as a PDF or photo (up to 25MB).
• The property already added to LetTrack. If it isn't, add it first — a Gas Safety Certificate requirement is created automatically for every new property.

Upload your gas safety certificate

1. In the left sidebar, click Compliance.
2. If you manage more than one property, you'll see a property grid — click the property the certificate is for. (With a single property, LetTrack opens it for you.)
3. In the compliance table, find the Gas Safety Certificate row.
4. Click Upload on that row. (If a certificate is already on file, the button reads Renew instead — see Renewing each year below.)
5. In the Upload document card, click Click to upload or take a photo and choose your certificate file. LetTrack scans it and auto-detects the document type and key dates.
6. Check the Document type is set to Gas Safety Certificate (it's pre-selected for you).
7. Check the Expiry date. LetTrack fills this in from the certificate automatically — confirm it's correct, or set it by hand if it wasn't detected. This date is what drives your renewal reminders.
8. Leave Visible to tenant ticked so your tenant can see the property is compliant (untick it only if you have a reason not to share it).
9. Click Upload document.

You'll see Document uploaded. The file is virus-scanned, and once it clears you'll see "Document saved and ready to view." (a large file may briefly show "Queued for virus scanning" instead).

What happens after you upload

• The Gas Safety Certificate row turns Compliant (green) once the document is approved, and shows the due date you confirmed.
• As the expiry approaches, the status moves to Expiring soon, then Overdue if it lapses — and the item surfaces in your dashboard's next-actions so it's hard to miss.
• If you ticked Visible to tenant, the certificate appears in the tenant's documents for that property.

Renewing each year

When the engineer issues next year's certificate:

1. Go to Compliance and open the property.
2. On the Gas Safety Certificate row, click Renew.
3. Upload the new certificate the same way. LetTrack reads the new expiry and resets the clock.