A missing upload and a check that was not done are different facts. Verify the evidence first, then act promptly on the actual position without backdating.
Establish the facts
- Check the last completed gas safety record and the appliances or flues it covered.
- Ask the agent or engineer for an existing copy if it may have been misfiled.
- Record the difference between unavailable evidence, an expired record and a known missed inspection.
Arrange safe completion
- Book a suitably qualified Gas Safe engineer promptly and explain any access difficulty.
- Treat suspected unsafe appliances or gas incidents through the emergency route.
- Follow up findings and any isolation or remedial work.
Prevent another gap
- Supply the record to the tenant as required and retain it.
- Set clear reminders, an owner and a fallback if the first appointment fails.
- Review why the task was missed, including agent handover or incorrect property details.
Example: the engineer completed the check but the agent has no copy
A fictional landlord finds the original completed record with the engineer. Save and provide it appropriately, then correct the document process. Do not describe the property as having had no check merely because the agent's folder was empty.
What to do
- Search the landlord, agent and engineer records.
- Arrange an appropriately qualified engineer if the check is outstanding.
- Provide the completed record and correct reminders and responsibilities.
Evidence to keep
- Previous record, searches and access attempts.
- Actual check date, findings, remedial work and tenant provision.
Sources and guidance
- Gas safety: landlords and letting agentsHealth and Safety Executive · checked 20 October 2026