ProLast reviewed 12 June 2026 · 5 min read

Issue a Gas Safety Record (CP12)

Build and issue a statutory Gas Safety Record (CP12) directly from a job. Stored on the booking with a cert number, emailed to the customer as a PDF, with renewal reminders to keep landlords on the right side of the law.

What it does

CP12 is the statutory Gas Safety Record landlords and other property owners need to evidence an annual gas check. TradeBooked builds, attests and issues the record from inside the job, so it is one workflow, not three apps and a printer.

Each appliance is recorded with its tests and results, the record is signed and attested against your Gas Safe registration, then issued with a cert number and emailed to the customer as a PDF. A copy stays on the booking record and in your Forms registry.

What a CP12 must legally contain

A Gas Safety Record is a statutory document. Regulation 36(3) of the Gas Safety (Installation and Use) Regulations 1998 sets out the information every record must contain. TradeBooked captures each one:

The date the appliance or flue was checked (reg 36(3)(a)): the inspection date, which is required before you can issue.
The address of the premises (reg 36(3)(b)): the property address, also required before you can issue.
The name and address of the landlord or their agent (reg 36(3)(c)): the landlord and agent fields on the record.
A description and the location of each appliance or flue checked (reg 36(3)(d)): every appliance you add, with its location, type, make, model and flue type.
Any defect identified (reg 36(3)(e)): the defects field on each appliance, with optional GIUSP codes.
Any remedial action taken (reg 36(3)(f)): the remedial action field on each appliance.
Confirmation that the check covered the matters in regulation 26(9) (reg 36(3)(g)): printed as a signed declaration on the record, backed by the per-appliance safety checks.
The name and signature of the person who carried out the check (reg 36(3)(h)): your engineer name and signature, which TradeBooked requires before you can issue a CP12.
The registration number of that person or their employer with an HSE-approved body (reg 36(3)(i)): your Gas Safe business and individual registration numbers, captured at the issue step.

Regulation 26(9) is the safety check itself. It requires an examination of the effectiveness of the flue, the supply of combustion air, the operating pressure or heat input (or, where that is not practicable, combustion performance), and that the appliance operates safely. The builder records each of these per appliance (flue flow, spillage and visual flue checks, ventilation, operating pressure or heat input, combustion CO and CO2 readings, and the safe-to-use finding), and the issued record prints the regulation 26(9) confirmation.

TradeBooked lays out what you enter in the statutory format. You remain the competent Gas Safe registered person responsible for the check and its results.

Who can use it

CP12 is available only on the trade types where it applies (gas engineers and similar). If your trade type is not gas-related, the page returns you to your dashboard.

You must be Gas Safe registered. The issue step records your business registration number and your individual registration number on the cert.

Before you start

You will need:

A TradeBooked account on the Pro or Autopilot plan
A trade type that supports gas certs
Your Gas Safe business registration number and your individual engineer registration number
A live booking for the property, with the customer's details correct

Gas Safety Records (CP12) are available on the Pro and Autopilot plans for gas-related trade types. The setup steps below appear when you are signed in on a qualifying account.

Setup steps are in your dashboard

This is a Pro feature. Sign in on a Pro plan to see the step-by-step setup for your number.

Common questions

Is the cert a real CP12?

Yes. It captures the statutory fields a Gas Safety Record requires, attested against your Gas Safe registration, and produces a PDF the customer or landlord can keep on file.

Can I correct a cert after issuing it?

No. Issued certs are locked as a record. If something needs correcting, issue a fresh cert with the corrected details and explain the change in the remedial action or notes.

Does the customer get the cert automatically?

Yes. On issue, the PDF is emailed to the recipient name and email on the cert (and the landlord if different), and a copy stays on the booking and your Forms registry.

Will I be reminded to rebook the annual check?

Yes. Renewal reminders dispatch as the 12-month renewal approaches so the customer or landlord stays on the right side of the annual requirement.

Who can issue a CP12?

Only a Gas Safe registered engineer. The Gas Safe Register is the official UK list of legally registered gas engineers (around 125,000 to 130,000 engineers). Your business registration number and your individual engineer number are both captured on issue.

What goes on a Gas Safety Record?

Property and recipient details, inspection date, every appliance on site (location, type, make, model, flue type), the gas safety checks done (safety device, ventilation, flue flow, spillage, visual condition, combustion readings), any defects found, remedial action, and your attestation as the engineer.

How long do I have to keep CP12 records?

At least 2 years, under the Gas Safety (Installation and Use) Regulations 1998 (regulation 36). TradeBooked keeps the issued PDF and audit trail on the booking record indefinitely for you.

What do I do if I find a defect?

Classify it under the Gas Industry Unsafe Situations Procedure (GIUSP): At Risk (AR), Immediately Dangerous (ID) or Not to Current Standards (NCS). ID appliances must be disconnected with the customer's consent; AR appliances are turned off with consent; NCS is recorded but the appliance may stay in use. The cert reflects what you classified and what remedial action was agreed.

Can I email the CP12 to the customer?

Yes. On issue, the PDF is sent to the recipient email on the cert (and the landlord if different). A copy stays on the booking and in your Forms registry, so you have an audit trail if it is ever queried.

Does the customer need to sign the CP12?

Regulation 36(3) requires the signature of the engineer who carried out the check, not the customer's. TradeBooked requires your engineer signature before you can issue, and the issued record prints it. There is also an optional recipient signature box, so a customer or letting agent can counter-sign for their own records if they want to.

Can I issue a CP12 from my phone?

Yes. The gas record builder is mobile-friendly. You can draft on site, save, finish in the van, and issue when ready. Autosave keeps your work in progress safe.

What plan do I need?

CP12 Gas Safety Records are on the Pro and Autopilot plans, for trade types where gas certs apply.

References

This is general guidance, not legal, tax or financial advice. For your own circumstances, speak to a qualified professional.

Still stuck? Email support@tradebooked.co.uk.