Tenant refusing access for gas safety check: what UK engineers and landlords must do

Who this is for

• Gas engineers working for letting agents and landlords
• Landlords and property managers who need to keep LGSRs current
• Trades teams who get blocked at the door and need a defensible process

Quick answer

• Do not force entry. Keep trying and keep records. Regulation 39 of the Gas Safety (Installation and Use) Regulations 1998 gives a defence if you can show you took all reasonable steps to comply.
• What counts as reasonable: multiple attempts at different times, written notices after failed visits, clear letters explaining the legal duty, and an invitation for the tenant to propose times. HSE and Gas Safe both emphasise this.
• If you suspect danger (gas escape, CO alarm, smell of gas): call 0800 111 999 (National Gas Emergency). In emergencies, gas transporters have powers of entry to make safe.
• If access is still refused: seek legal advice on an injunction for access. Don’t cap or cut supply to coerce access.

Useful guidance to read: HSE for landlords • HSE for tenants • Gas Safe Register: landlord responsibilities • The law: GSIUR reg. 36 and reg. 39

Your legal duties in plain English

• Annual safety check on every landlord‑provided gas appliance and flue, by a Gas Safe registered engineer. Keep the record 2 years. Give to existing tenants within 28 days and to new tenants before move‑in.
• MOT‑style window: you can do the check up to 2 months early and keep the same renewal date (reg. 36A). Use it.
• You can’t force entry for routine checks. You must take and document reasonable steps when access is denied.
• Right of access for repairs/inspection exists in tenancy law, but you still need consent or a court order except in emergencies.

External references worth bookmarking:

• HSE Landlords FAQ (reasonable steps examples): leave card/notice after attempts, write to tenant, try several appointments.
• Gas Safe Register guidance: show reasonable steps; don’t disconnect to force entry.

Reasonable steps log: the evidence HSE expects

Use a simple table like this. Keep it with the job file and attach evidence (photos of cards left, engineer notes, copies of letters/emails/texts, call logs).

• Attempt 1: Date, time window, contact channel(s), outcome.
• Attempt 2: Date, time window, contact channel(s), outcome.
• Attempt 3: Date, time window, contact channel(s), outcome.
• Follow‑up letter sent: date, method (post/email), summary.
• Tenant response (if any): date, summary.
• Next booked slot offered: date, time.

Tip: Send letters by Tracked 24/48 With Signature or Special Delivery for a receipt. Email with read receipts helps. Keep a screenshot of SMS/WhatsApp threads.

Templates you can copy

Short access letter (print or email)

Subject: Gas safety check – appointment needed

Dear [Tenant Name],

We must complete your annual gas safety check for [Property Address] to keep everyone safe and comply with the law. We’ve tried to arrange this on [dates/times].

Please reply by [date, 7–10 days ahead] with a suitable time. We can offer early morning, daytime, or early evening weekday slots. You can also nominate another adult to provide access.

This check is a legal requirement under the Gas Safety (Installation and Use) Regulations 1998. If we can’t agree a time, we may need to ask the court for access. We want to avoid that – please contact us to arrange.

Thank you, [Name, Company, Phone]

Engineer’s attempted access card

Today [date, time] we attended to complete the landlord gas safety check. We could not gain access. To rebook, call [number] or reply to our text/email. If you can’t be home, you may nominate another adult to provide access.

Three‑message SMS sequence

• Booking confirmation: “Gas safety check for [address] on [date] [window]. Reply 1 to confirm, 2 to change. You can nominate another adult to let the engineer in.”
• 48‑hour reminder: “Reminder: gas safety check [date] [window]. Need a different time? Tap: [link] or call [number].”
• Morning‑of: “Engineer due today [window]. You’ll get a 30‑minute call ahead. If no one can be in, rebook here: [link].”

Reduce no‑access with reminders and better scheduling

Trades teams report 30–40 percent relative reductions in failed access when they use:

• Two‑way SMS or WhatsApp with a one‑tap reschedule link
• 48‑hour and morning‑of reminders, plus an on‑the‑way call at T‑30 minutes
• Shorter ETA windows and automatic updates if routes change
• Options: nominated adult, concierge/estate office, temporary key safe where appropriate
• Clean contact data captured at every interaction

Compliance notes:

• Treat reminders as service messages. Keep them non‑marketing. Under UK GDPR, Legitimate Interests is commonly used for operational reminders; public bodies may rely on Public Task. See ICO guidance on service vs marketing and lawful bases.

What are people saying on Reddit?

• Thread: Tenants refusing access to carry out gas safety inspection (r/LegalAdviceUK). Summary of advice from commenters: tenants can refuse access, so landlords must show repeated attempts and good records; use the tenancy clause, warn of breach, and consider legal action if needed. Link: https://www.reddit.com/r/LegalAdviceUK/comments/1ef1m1r/tenants_refusing_access_to_carry_out_gas_safety/

Handy links

• HSE: Landlords and letting agents FAQ – reasonable steps examples: https://www.hse.gov.uk/gas/domestic/faqlandlord.htm
• HSE: Tenants gas safety FAQ: https://www.hse.gov.uk/gas/domestic/faqtenant.htm
• Gas Safe Register: landlord responsibilities: https://www.gassaferegister.co.uk/gas-safety/renting-a-property/landlord-gas-responsibilities/
• National Gas Emergency: 0800 111 999: https://www.nationalgas.com/emergency-contacts
• Legislation: Gas Safety (Installation and Use) Regulations 1998 – reg. 36 duties and 36A MOT window; reg. 39 defence: https://www.legislation.gov.uk/uksi/1998/2451/contents/made

FAQ

Does the certificate have to lapse if the tenant blocks access?

No. Use the two‑month MOT‑style window to bring the check forward next year. If it still lapses despite attempts, keep a tight reasonable steps log. HSE looks for genuine, repeated attempts and paper trail.

Can I cap the gas to force compliance?

No. Neither GSIUR nor HSE guidance gives landlords a power to disconnect just to compel access. Only disconnect for safety on engineer advice.

How many attempts count as “reasonable”?

HSE doesn’t set a number, but many councils and inspectors look for at least three genuine attempts at different times plus written notices. Document everything.

Do I need consent to message tenants reminders?

For service messages that are not marketing, you can usually rely on Legitimate Interests (private sector) or Public Task (public bodies). Keep content minimal and offer easy preference changes. See ICO guidance.

Wales vs England?

Access rules differ slightly under Welsh tenancy law for routine inspections, but gas safety duties under GSIUR remain UK‑wide. Always give at least 24 hours’ written notice and attend at reasonable times.