Landlord gas safety records (CP12) from Salesforce Field Service

Last updated 28 October 2026.

The control panel of a wall-mounted gas boiler: a temperature knob, a red digital display reading 42, two dials and a pressure gauge in bar, with an engineer's arm at the edge.
Photo: Heiko Ruth on Pexels.

A landlord gas safety record is what the engineer leaves after the annual check of a let property in Great Britain. Many people still call it a CP12. This guide makes one on the Work Order with Docable: the engineer checks each appliance, answers the installation checks on the phone, and the tenant signs on the screen. The record is filed on the work order, even when the check happens in a basement with no signal.

What the record must show

HSE lists what a gas safety check record includes. See Gas safety check records.

  • Where each appliance and flue is, and what was checked.
  • The engineer’s name, Gas Safe registration number and signature.
  • The date of the check, the property address, and the landlord’s name and address.
  • Any defect found and the action taken.

HSE also says landlords keep each record for at least two years, give existing tenants a copy within 28 days of the check and new tenants one before they move in. A record kept electronically is fine if it can be printed, is kept safe and identifies the engineer. A record Docable makes is a PDF filed on the work order, so it can be printed or sent at any time.

Page three of the landlord gas safety record: the declaration, the gas engineer's and the tenant's drawn signatures with names and the date, the date the copy was given to the tenant, and the note on giving and keeping copies.
The declaration page: the engineer's and the tenant's signatures, names and date, and when the tenant was given a copy.

What the starter gives you

The Landlord gas safety record starter is built on Work Order and needs Field Service. Every part can be changed in the editor.

  • A title panel: the record number, the check date, the next check due and an overall badge, All appliances safe or Unsafe appliance found.
  • The people: the landlord or agent, the property and tenant, and the engineer with the registration and ID card numbers, which the engineer is asked for when the record is made.
  • Appliances and flues: each appliance with its picture, location, serial number, the flue, ventilation and combustion checks, and a Safe to use badge.
  • The gas installation: the installation checks, such as gas tightness and the emergency control valve, answered on the phone. Each prints as a Pass or Fail badge.
  • Photos from the check, shown only when there are some.
  • Safety defects and action taken, shown only when an appliance is unsafe.
  • The declaration, with the engineer’s and the landlord’s or tenant’s signatures, and the date the tenant copy was given.
Page two of the landlord gas safety record for Calderwick: four photos from the check (the boiler, the flue terminal, the gas meter and emergency control valve, and the gas fire capped with a Danger Do not use label), then Safety defects and action taken, with a red Unsafe appliance notice and the gas fire's failed spillage test.
Page two: the photos from the check, then the unsafe gas fire with the action taken.

The starter uses its own layout and carries no Gas Safe logo. Have the wording reviewed by a competent person before you use it.

Build it

  1. In the Docable app, open Templates, choose New, then Start from a quick start, and choose Landlord gas safety record.
  2. Choose your Brand Kit. The colours, logo and footer come from it.
  3. Check the appliance table points at the records your org keeps for appliances, for example the assets or the work order line items. Click the table, then change the list in the Lists & tables tab of the @ picker. See Tables and collections.
  4. Change the installation checks to your own list. Each one is a question answered when the record is made; a required answer must be given first. See Fields and data.
  5. Keep the two signature blocks set to Signed when the document is made, one for the engineer and one for the landlord, agent or tenant. See Signatures.
  6. Prove the template on a real work order, then send it for approval. Once it is approved and active, it is offered on every work order it fits. See Prove, approve and generate.

On the job, with no signal

Generate Service Document in the Field Service mobile app while offline: the note Offline example, the document may differ and is made from the latest details when you're back online, and the example page of a site visit report for work order 00000046, Annual service: east roof array, rows 3 to 5, Coldharbour Leisure Centre, with the site photo, the result banners, the customer and site box and the work carried out, marked EXAMPLE, with Back and Submit at the foot.
The offline example in the Field Service mobile app, with no signal.
  1. Take the photos of the appliances, the flue and the meter first.
  2. In the Field Service mobile app, open the work order, tap Actions, then Generate Service Document, and choose the gas safety record.
  3. Preview and sign shows an example page with the job’s values.
  4. Answer the installation checks and the engineer’s numbers.
  5. The engineer signs, then the tenant signs on the pad. If no one can sign, tap Unable to sign? and pick a reason.
  6. Tap Submit. The screen says Saved for later.

When the phone syncs, Docable makes the record from the work order as it is then, with the answers, signatures and photos, and files it on the work order. Nothing to tap again. The steps are in Customer sign-off with no signal.

Send the tenant their copy

A record-triggered Flow can email the tenant the record the moment it is made, so the copy is sent well inside the 28 days. HSE says a tenant gets an electronic copy only if they agree to it, and a paper copy whenever they ask. It ships as a sample Flow to copy. See Generate documents from Flow.

Next

Something unclear or wrong? Tell support. Product page: PDF and Word output.