Docs/Records, Defects, and Renewals

Gas Safety Records (CP12 and Cert Types)

Gas safety records are the certificate types Manifold generates, covering how immutability and delivery work for each.

For: Office teams3 min read4 sections
Record exampleCustomer-safe walkthrough

A record you can trust because it cannot quietly change

Manifold generates CP12 and related certificates from reviewed checks. They are immutable, idempotent per check, and render with a fixed document palette.

What you see

  • A record identifying the property, client, engineer, Gas Safe number, and appliances.
  • A clear outcome and the next-due date.
  • A single-record PDF and a per-property record pack.

How to use it

  • Confirm the certificate identity in Settings before generating real records.
  • Choose the certificate type on the Generate button: CP12, CP14 warning notice, gas service record, CP16 or CP17.
  • Download a single record, or a record pack bundling all certificates for a property.
  • Deliver to tenant and client and confirm the delivery stamps.

Gas safety record

CP12-2026-004821

satisfactory

12 Oakwood Road, Leeds

Northgate Lettings - A. Mercer, Gas Safe 512347

Worcester Greenstar 30i

Boiler

pass

Valor Black Beauty

Gas fire

pass
ImmutableNext due 15 Jun 2027

Decision guide

SituationRecommended actionProof it worked
Domestic landlord checkGenerate the CP12 Landlord Gas Safety Record.The reference uses the CP12 prefix.
An appliance is dangerousUse the warning-notice path alongside the record.The defect, action, and notice agree.
Commercial workPick CP16 or CP17 when generating.The correct certificate is produced.

Troubleshooting path

  1. 1If the certificate type is wrong, confirm the check type before generating.
  2. 2If a record pack is missing a certificate, confirm each check generated its record.
  3. 3If a PDF download fails, retry after confirming the record generated.

Related docs

Checks and recordsRecords deliveryRenewal lifecycle and reminders

Generated record summary

Operational sample

Safe example data
reference: CP12-26-00042
property: 12 Oakwood Road, Leeds, LS6 2AB
client: Northgate Lettings
engineer: A. Mercer (Gas Safe 512347)
appliances: Worcester Greenstar 30i (pass), Valor Black Beauty (pass)
overall outcome: Satisfactory
next gas safety check due: 15 Jun 2027
The reference and identity block are fixed once generated.
A new check produces a new record; the old one is preserved as history.

Record Types

  • Landlord Gas Safety Record (CP12), the core domestic certificate, with a CP12 reference prefix.
  • Warning notice (CP14) where an appliance must be flagged as dangerous.
  • Gas service records for service-only visits.
  • Commercial records (CP16 and CP17) where the work is commercial rather than domestic.
  • Only a CP12 moves the check to Record generated, updates the property’s compliance status and next-due date, books next year’s check and sends the tenant copy. CP14, service, CP16 and CP17 records are generated and referenced without changing the check.
  • Pick the certificate type in the selector beside Generate on the check page; a check can carry more than one type, such as a CP12 plus a CP14.

Immutability and PDFs

  • Records are immutable once created and generation is idempotent per check.
  • PDFs render with a headless engine, so there is no browser dependency and output is serverless-safe.
  • Download a single record from its page, or a per-property record pack (Download pack (PDF) on the property page) bundling the 50 most recent certificates.
  • The document palette is fixed so records look identical regardless of console theme.
  • Each record has a public link that can be turned off and on from the record page. Records are kept for six years, with a warning at five.

Troubleshooting

  • Wrong certificate type: check the Certificate type selector beside Generate before clicking; a generated record cannot be changed, but the right type can still be generated alongside it.
  • Record pack missing a certificate: confirm each underlying check has a generated record.
  • PDF download fails: retry, then confirm the record generated successfully before re-downloading.

Review Before You Generate

Records are immutable once created, so the review step is where quality is enforced. Generate only when the appliance results, defects, photos, and signatures tell a complete and defensible story.

  • Confirm each appliance has the readings its type requires.
  • Confirm defect categories (AR, ID, NCS) and remedial actions are correct.
  • Confirm the engineer signature is present and the certificate identity is right.
  • Resolve anything ambiguous with the engineer before generating, not after.

Why Immutability Helps

A record that cannot be quietly edited after the fact is what makes it trustworthy evidence. Manifold leans into this: generation is idempotent per check, and corrections happen by completing a new check from corrected source data rather than by editing or regenerating the record.

Troubleshooting

  • If a record is wrong, do not look for an edit or regenerate button; correct the source data and complete a new check, which produces a new record.
  • If a record pack is missing a certificate, confirm each underlying check has generated its record.
  • If generation is blocked, the check is missing an overall result or an appliance result, a Satisfactory verdict has an unsafe appliance, or a senior review is still open.

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