Boiler Service Record When Selling

When buyers view a property, one of their first questions is often about the boiler. How old is it? When was it last serviced? Is there any paperwork? For many buyers and their solicitors, a well-documented heating system is evidence that the property has been looked after generally. A gap in boiler service records, by contrast, can raise doubts that extend well beyond the boiler itself.

This guide explains what a boiler service record is, why buyers and solicitors expect to see one, what to do if you cannot locate your records, and how to present your boiler's service history during the conveyancing process. It also covers how boiler service records relate to the gas safety certificate and the TA6 Property Information Form.

What is a boiler service record?

A boiler service record is a written document produced by a Gas Safe registered engineer after completing a maintenance service on a gas boiler. It is not a formal safety certificate — that is a separate document — but it provides evidence that the boiler has been professionally inspected and maintained.

A typical boiler service record will include:

• The date the service was carried out
• The engineer's name, company, and Gas Safe registration number
• The make, model, and serial number of the boiler
• The address of the property
• A description of the work carried out during the service, such as cleaning the heat exchanger, checking the flue, inspecting seals and gaskets, testing combustion performance, and verifying pressure settings
• Any faults found during the service and action taken
• Any parts replaced
• The engineer's signature or stamp

Service records may be printed on headed paper, completed on a manufacturer's pro-forma service sheet, or issued digitally. All formats are equally valid. What matters is that the engineer is Gas Safe registered and that the record identifies both the engineer and the boiler inspected.

Boiler service record vs. gas safety certificate: what is the difference?

These two documents are frequently confused, but they serve different purposes and are issued under different circumstances.

For the best outcome when selling, arrange both a boiler service and a gas safety check at the same appointment. A Gas Safe registered engineer can carry out both during a single visit, and most offer a combined price. This gives buyers a current service record and a formal safety certificate, leaving nothing for their solicitor to query about the heating system.

For more detail on the gas safety certificate specifically, see our guide on gas safety certificates when selling a house.

Why buyers and solicitors expect boiler service records

The boiler is one of the most expensive components in a property. A new boiler costs between £1,500 and £4,000 installed, depending on the type and make. Buyers are acutely aware of this, and their solicitors reflect that concern in the questions they ask during the conveyancing process.

The TA6 Property Information Form

The TA6 Property Information Form is the standard disclosure document completed by sellers in England and Wales. Under the services and utilities section, sellers are asked to provide details of the heating system, including when the boiler was last serviced and whether any paperwork is available. Completing this section accurately and attaching copies of service records and gas safety certificates is the most effective way to answer these questions without triggering follow-up enquiries from the buyer's solicitor.

If you indicate that service records exist but do not provide them, the buyer's solicitor will almost certainly raise a formal enquiry requesting copies. Each round of enquiries can add one to two weeks to the conveyancing timeline. Providing the records from the outset avoids this delay entirely.

The buyer's survey

When a buyer arranges a homebuyer's report or a full building survey, the surveyor will note the age and apparent condition of the boiler. Surveyors are not Gas Safe registered and cannot test gas appliances, but they will flag concerns if the boiler appears old or poorly maintained. A surveyor's note that the boiler condition is uncertain, or a recommendation for further investigation by a heating engineer, can prompt the buyer to request a reduction in price or a formal gas safety check as a condition of proceeding.

A boiler that you can demonstrate has been regularly serviced is far less likely to attract negative comments in a survey report, even if it is not new.

Mortgage lender requirements

Most mortgage lenders do not require a boiler service record as a condition of lending on a standard residential purchase. However, if the surveyor flags the boiler as a concern, the lender may impose a retention — withholding part of the mortgage funds until a satisfactory gas safety check or boiler service report is obtained. A retention at this stage of the transaction can delay completion by several weeks and cause significant frustration for both parties. Having documentation already in hand removes this risk.

What to do if you cannot find your service records

Many sellers discover that they have lost or mislaid their boiler service records when they come to complete their conveyancing paperwork. This is a common situation, and there are several practical steps you can take.

Contact the engineer or company who carried out the last service

Your first step should be to contact the Gas Safe registered engineer or company that carried out your most recent boiler service. Many engineers and service companies keep records for several years and can reissue a copy of the service sheet. If you used a large boiler service company or a British Gas HomeCare contract, the records may be retrievable through your customer account online.

Check the boiler's manufacturer records

If your boiler is registered with the manufacturer, service history may be available through the manufacturer's customer portal. Some manufacturers require registration of the installation and annual services to maintain the warranty, and these records may be accessible online using your postcode or the boiler's serial number.

Check your home insurance records

If your home insurance policy includes boiler cover or you have taken out a separate boiler protection plan, the insurer or provider may have records of any callouts or annual service visits they carried out under the policy.

Book a new boiler service before listing

If records are genuinely unavailable, the most effective course of action is to book a new boiler service with a Gas Safe registered engineer before you put your property on the market. A current service record from a qualified engineer is far more useful than a gap in documentation, and it demonstrates to buyers that you have taken steps to ensure the heating system is in good order. Consider combining the service with a gas safety check to obtain both a service record and a CP12 gas safety certificate at the same appointment.

How to check a Gas Safe engineer's registration

All boiler servicing and gas safety work must be carried out by an engineer registered with Gas Safe Register. Gas Safe Register is the official register of gas engineers in Great Britain, the Isle of Man, and Guernsey, and is overseen by the Health and Safety Executive (HSE). It replaced CORGI as the official registration body in 2009.

You can verify an engineer's registration at GasSafeRegister.co.uk or by calling 0800 408 5500. Every registered engineer carries an ID card showing their Gas Safe licence number, the categories of gas work they are qualified to carry out, and the expiry date of their registration. Always ask to see this card before allowing any gas work to begin.

For more detail on checking engineer credentials, see our guide on how to check the Gas Safe Register.

The term “CORGI registered” is still sometimes used colloquially, but CORGI ceased to operate as the gas registration body in Great Britain in 2009. If you have older certificates from the CORGI era, they may still be useful as historical evidence of service history, but they do not replace current Gas Safe documentation. For more on older certificates, see our guide on whether old CORGI certificates are still valid.

Boiler age and what buyers will want to know

The age of the boiler is directly relevant to how buyers and their solicitors interpret the service records you provide.

Boilers under 10 years old

A relatively modern boiler, particularly one that is still within or recently out of the manufacturer's warranty period, is unlikely to be a significant concern for buyers, provided it has been serviced annually. Providing service records for the past two to three years, along with the original installation certificate and any warranty documentation, is usually sufficient.

Boilers between 10 and 15 years old

Boilers in this age range are still functional but are approaching the end of their expected lifespan. The average modern condensing boiler has a lifespan of 10 to 15 years with regular servicing. Buyers will be more alert to the condition of an older boiler, and a continuous service history is particularly valuable here. A current service record demonstrating that the boiler is running within specification can provide significant reassurance.

Boilers over 15 years old

An old boiler will attract attention in the buyer's survey regardless of its service history. Buyers will often use an old boiler as a point of negotiation on price, and their surveyor may recommend budgeting for replacement in the short term. In this situation, a full service history is valuable because it demonstrates that the boiler has been well maintained and may have life left in it, even if replacement is anticipated at some point. Being upfront about the boiler's age on the TA6 form and providing whatever records are available is always the right approach. See our guide on the TA6 form for more on what to disclose and how.

What service records to provide and how to organise them

When presenting boiler service documentation to your solicitor and ultimately to the buyer's side, the goal is to make the information as clear and easy to verify as possible. Here is what to compile:

• The most recent boiler service record, ideally dated within the past 12 months. This is the document buyers and solicitors are most interested in.
• Previous service records, ideally covering two to five years of annual services. Each record should show the date, the engineer's Gas Safe registration number, and the work carried out.
• The gas safety certificate (CP12) if one has been issued. This is most relevant if you are or were a landlord, or if you arranged a combined service and safety check.
• The boiler installation certificate if available. This records the date the boiler was installed, the engineer who installed it, and the specification of the installation. It is particularly useful for newer boilers and as evidence for warranty claims.
• The manufacturer's warranty documentation if the boiler is still within the warranty period or was recently out of warranty. Note whether the warranty is transferable to the new owner.
• Any repair or callout records from the past five years, including details of any parts replaced or faults rectified.

Organise these documents in chronological order and provide clear copies (scanned PDFs are ideal) to your solicitor. Your solicitor will include them in the draft contract pack sent to the buyer's solicitor, which means the buyer's side receives this information from the outset rather than needing to raise separate enquiries.

Boiler service records and the wider certificate picture

Boiler service records are part of a broader set of certificates and compliance documents that buyers expect to receive when purchasing a property. Understanding how they fit into the overall picture can help you prepare more efficiently.

The documents that typically form a property's compliance evidence include:

• Energy Performance Certificate (EPC) — a legal requirement before marketing, assessing the energy efficiency of the property. See our guide on the EPC certificate explained.
• Gas safety certificate (CP12) — confirms gas appliances are safe. Legally required for landlords annually; strongly advisable for owner-occupier sellers.
• Boiler service records — evidence of regular maintenance of the boiler. The subject of this guide.
• Electrical installation condition report (EICR)— a periodic inspection of the electrical installation. Legally required for rental properties; increasingly expected by buyers of owner-occupied homes.
• Building regulations completion certificates— issued when significant building work, including boiler replacements, is notified to and approved by building control.

For a broader overview of the documentation that forms part of the pre-sale pack, see our guide on what is a property certificate pack.

What if the boiler has never been serviced?

If the boiler has never been serviced or has not been serviced for many years, you have two realistic options before listing your property.

The first is to arrange a full boiler service before you go to market. This gives you a current service record, identifies any issues that need to be addressed, and gives buyers confidence that the boiler is in a known and maintained condition. If the engineer identifies faults, you can decide whether to repair them yourself or disclose them to buyers along with the engineer's report.

The second is to disclose the situation honestly on the TA6 form and price accordingly. Buyers will factor an unmaintained or undocumented boiler into their offer. This approach is straightforward, but it typically results in a lower offer than if you had invested in a service beforehand. Given that a boiler service costs £70 to £120 and a boiler replacement can cost £1,500 to £4,000, the risk of a buyer discounting heavily for an unmaintained boiler is worth avoiding.

Never misrepresent the service history of a boiler on the TA6 form. Providing false information about the condition or maintenance of appliances could expose you to a claim from the buyer after completion.

Seller's checklist: boiler service records

1. Locate all boiler service records, starting with the most recent
2. Check whether a gas safety certificate (CP12) was issued alongside the last service
3. If the last service was more than 12 months ago, book a new service before listing
4. Consider booking a combined boiler service and gas safety check from a Gas Safe registered engineer
5. Locate the boiler installation certificate and any warranty documentation
6. Organise all records in chronological order and provide clear copies to your solicitor
7. Complete the relevant section of the TA6 form accurately, attaching copies of all available records
8. Disclose any known faults or repairs honestly on the TA6 form, supported by any engineer's reports

Sources

• Gas Safe Register — GasSafeRegister.co.uk
• Health and Safety Executive (HSE) — Gas safety in the home, hse.gov.uk
• Gas Safety (Installation and Use) Regulations 1998 — legislation.gov.uk
• GOV.UK — Renting out your property: gas safety
• Law Society — Property Information Form (TA6), 4th edition
• Energy Saving Trust — Boiler replacement guidance, energysavingtrust.org.uk
• Which? — Boiler servicing and boiler cover, which.co.uk

Frequently asked questions