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Gas Service Record
Document the servicing of gas appliances with a comprehensive online template. Record cleaning, tests, defects, and engineer recommendations with photo evidence.
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The full inspection cycle — in one service
Take photos of the object in the mobile app, complete the inspection report from the template, and download the finished photo report as Word or PDF.
Inspection report
Complete the document from this template: sections, fields, photo documentation, and signatures.
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Use the photo report generator to create a structured photo log of the service. Organize images by component and stage of service.
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Document Preview
Review the structure, sections, and fields before proceeding to fill out the document.
Gas Service Record
No.GSR-2026-042
1. General Information
The general information about the inspection, including the date, location, and inspecting authority, is provided below.
| Inspection date | 7/14/2026 | Address | 456 Oak Avenue, London, SW1A 1AA |
Expert David Brown , Gas Safe Registered Engineer (Reg: 123456)
The inspection was conducted in accordance with the established procedures.
2. Object of Inspection
The object of inspection is the residential gas installation located at the address specified in the document.
| Object type | Gas Boiler | Object name | Ideal Logic+ Combi 30 |
| Technical condition | not filled in |
The object of inspection was identified and its details are recorded.
3. Main Parameters
The main parameters of the gas installation, such as gas type, operating pressure, and installed equipment, were determined based on technical documentation and visual inspection.
| Appliance Type | Boiler | Appliance Make | Ideal |
| Appliance Model | Logic+ Combi 30 | Serial Number | 2023456789 |
The main parameters were verified and found to be within the expected ranges.
4. Inspection Findings
Lists any defects or observations identified during the service, with descriptions and supporting photos.
| No. | Damage description | Photos |
|---|---|---|
| 1 | - | not filled in |
| 2 | - | not filled in |
| 3 | - | not filled in |
5. Additional Information
Provides the overall service outcome (satisfactory, requires further action, unsafe) and any recommendations.
| Identification was carried out | Appliance: Ideal Logic+ Combi 30, Serial: 2023456789 |
| There are remarks | Service completed. Burner and heat exchanger cleaned. Gas pressure test passed. |
6. Inspection Participants
Lists the individuals involved in the service, including the engineer and recipient.
| No. | Full name | Position / status | Comment |
|---|---|---|---|
| 1 | David Brown | Gas Safe Registered Engineer | Performed service |
| 2 | Sarah Johnson | Homeowner | Present during service |
Signatures
Captures the signatures of the engineer and recipient to confirm the service.
______________________________
David Brown, Gas Safe Registered Engineer (Reg: 123456)
______________________________
David Brown
______________________________
Sarah Johnson
Record
Purpose and Procedure for Drafting the Document
What is a Gas Service Record?
A gas service record documents that a gas appliance has been serviced according to manufacturer instructions. It includes details of cleaning, adjustments, component checks, gas pressure tests, combustion analysis, and safety device verification.
Key Sections of the Record
The record includes service details (date, appliance info, engineer), service work performed (burner cleaning, heat exchanger cleaning, flue cleaning, gas pressure test, combustion analysis, safety devices), findings (defects and observations), conclusion (outcome and recommendations), and signatures.
Who Uses This Document?
Gas Safe registered engineers, homeowners, landlords, and property managers use this record to demonstrate that gas appliances have been properly maintained. It is often required for warranty validation and insurance purposes.
Annual Boiler Servicing
Homeowners schedule annual boiler servicing to maintain efficiency and safety. The gas service record provides proof that the service was carried out by a qualified engineer.
Landlord Compliance
Landlords are legally required to ensure gas appliances in rented properties are serviced annually. The service record forms part of the gas safety documentation.
Warranty Maintenance
Many appliance manufacturers require proof of annual servicing to keep the warranty valid. The gas service record serves as that proof.
Insurance Requirements
Some insurance policies require regular servicing of gas appliances. The record can be submitted to the insurer to demonstrate compliance.
Property Sales
When selling a property, recent gas service records can be provided to the buyer as evidence that the appliances have been well maintained.
- 1
Open the Template
Open the gas service record template in the online editor to begin documenting the service.
- 2
Enter Service and Appliance Details
Fill in the service date, appliance type, make, model, serial number, and engineer details including Gas Safe registration number.
- 3
Record Service Work Performed
Check off each task performed: burner cleaned, heat exchanger cleaned, flue cleaned, gas pressure test, combustion analysis, safety devices checked. Add notes on any worn parts replaced.
- 4
Document Findings and Conclusion
Record any defects or observations found during the service. Select the service outcome (satisfactory, requires further action, unsafe) and add recommendations.
- 5
Add Photos and Signatures
Upload photos of the appliance nameplate, in situ view, burner before/after cleaning, and any replaced parts. Capture signatures of the engineer and recipient.
Photo Report Generator
Use the photo report generator to create a structured photo log of the service. Organize images by component and stage of service.
Create Photo ReportMobile Photo Documentation App
Capture service photos on site with the mobile app. Images are automatically linked to the service record for seamless documentation.
Mobile AppDocument Sections
Click a section to jump to it in the sample document.
General Information
The general information about the inspection, including the date, location, and inspecting authority, is provided below.
Object of Inspection
The object of inspection is the residential gas installation located at the address specified in the document.
Main Parameters
The main parameters of the gas installation, such as gas type, operating pressure, and installed equipment, were determined based on technical documentation and visual inspection.
Inspection Findings
Lists any defects or observations identified during the service, with descriptions and supporting photos.
Additional Information
Provides the overall service outcome (satisfactory, requires further action, unsafe) and any recommendations.
Inspection Participants
Lists the individuals involved in the service, including the engineer and recipient.
Signatures
Captures the signatures of the engineer and recipient to confirm the service.
Document Fields and Columns
General Information
- Inspection date
- Date when the gas service was performed.
- Address
- Address where the appliance is located.
- Expert
- Name and Gas Safe registration number of the engineer performing the service.
Object of Inspection
- Object type
- Type of gas appliance being serviced, e.g., boiler, cooker.
- Object name
- Make and model of the appliance.
- Technical condition
- Overall condition of the appliance before service.
Inspection Findings
- No.
- Sequential number for each defect or observation.
- Element
- Component or area where the defect was found.
- Defect
- Type of defect or observation.
- Damage description
- Detailed description of the defect or observation.
- Photos
- Photographic evidence of the defect.
Inspection Participants
- No.
- Sequential number for each participant.
- Full name
- Full name of the participant.
- Position / status
- Role of the participant, e.g., engineer, homeowner.
- Comment
- Any additional comments about the participant.
Frequently Asked Questions about Photo Reports and Photo Tables
Who can perform a gas service and complete this record?
Only a Gas Safe registered engineer can legally service gas appliances in the UK. The record includes fields for the engineer's name and Gas Safe registration number.
What is the difference between a gas service record and a gas safety record (CP12)?
A gas service record documents the servicing of an appliance, including cleaning and adjustments. A gas safety record (CP12) is a legal certificate that confirms appliances and flues are safe for use, required annually for rented properties.
How often should a gas appliance be serviced?
Manufacturers typically recommend annual servicing. For boilers, annual servicing helps maintain efficiency and warranty validity.
Can I use this template for commercial gas appliances?
Yes, the template can be used for any gas appliance, including commercial boilers, cookers, and heaters. Adjust the appliance type and details accordingly.
What photos are required for the service record?
The template requires photos of the appliance nameplate, appliance in situ, burner before and after cleaning, and any replaced parts. These provide visual evidence of the service.
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