Steps to Take When a Tenant Denies Access for Gas Safety Inspections

As a landlord, conducting annual gas safety checks is not only a legal requirement but also a critical measure to ensure the safety of your property and its occupants.

However, what should you do if a tenant refuses access for this essential safety check?

Here’s a detailed guide to help you navigate this situation.

Understand the Legal Importance of Gas Safety Checks

Before taking any action, it’s crucial to understand why gas safety checks are mandated by law:

Legal Obligation: Landlords must conduct an annual gas safety check on all gas appliances, flues, and fittings

Tenant Safety: These checks prevent potential hazards such as gas leaks and carbon monoxide poisoning.

Compliance and Insurance: Compliance with gas safety regulations is often a condition for valid property insurance.

Communication and Attempts

Begin by making at least three attempts to arrange the gas safety inspection. Here’s a suggested procedure:

First Attempt: Schedule an Appointment

Inform the Tenant: Make an appointment and notify your tenant well in advance. Provide details of the time, date, and the engineer’s credentials.

Second Attempt: Written Communication

Follow-Up: If the Gas Safe registered engineer is unable to gain access at the initial appointment, send a written notice to the tenant. Explain that the gas safety check is a legal requirement for their safety and request that they arrange another appointment.

Set a Deadline: If there is no response within 21 days, send a further letter reiterating the importance of the check and the legal implications of non-compliance.

Third Attempt: Final Warning and Documentation

Final Notice: If there is still no response, send a final notice emphasizing the urgency and potential consequences of continued non-compliance.

Record-Keeping: Keep detailed records of all correspondence, including dates, times, and any responses from the tenant. Document all attempts to gain access.

Seek Assistance from Authorities

If your attempts to arrange the gas safety check are unsuccessful, it’s time to involve the authorities:

Contact Health and Safety Executive (HSE): Inform the local Health and Safety Executive (HSE) of your efforts to comply with the legal requirements. Provide them with all documented attempts to contact the tenant and arrange the inspection.

Legal Rights and Avoiding Conflict

As a landlord, you must balance your legal rights with respecting your tenant’s rights:

No Forced Entry: Do not use force to gain access to the property. Even if you hold keys, entering the property without the tenant’s express permission, especially during a dispute, is not advisable.

Avoiding False Accusations: Unauthorised entry could lead to malicious accusations from the tenant, such as theft or harassment. Always seek permission and document all interactions.

Legal Actions as a Last Resort

If the tenant continues to refuse access despite all efforts, you may need to consider more serious actions:

Section 21 Notice: If the tenant is nearing the end of their tenancy, you might consider refusing to renew the lease and serving a Section 21 notice.

Court Injunction: For longer-term tenancies, applying to the court for an injunction (commonly known as a ‘gas injunction’) is a viable option. These are relatively common in social tenancies where Section 21 notices are not applicable.

Maintaining Professionalism

Throughout the process, it’s essential to maintain professionalism:

Respectful Communication: Keep all communications respectful and focused on the safety and legal obligations.

Avoid Escalation: Aim to resolve the situation amicably and avoid escalating tensions with the tenant.

Dealing with a tenant who refuses access for a gas safety check can be challenging, but by following these steps, you can ensure you’re taking the right actions to comply with legal requirements and prioritize safety.

At Horizon Lets we understand that respectful communication, and thorough documentation is key. We always ensure the gas safety check is done annually in all the properties we manage – thus allowing our landlords to uphold their responsibilities and maintain a safe living environment for their tenants.