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Boiler Service Record Template

A service note for one gas, oil or heat-pump appliance: the checks on this PDF, the readings, and any defects. Not a landlord gas safety record and not the Benchmark book.
Blake Folgado, Co-founder, TradehandLast updated

What is it?

A boiler service record is the note of one service visit. This PDF records the appliance, the checks, the readings, the defects and the outcome the person doing the work writes down. It covers a combi, system, regular, oil or heat-pump appliance, using the rows that apply. It is not a landlord gas safety record, and it is not the Benchmark commissioning checklist or Benchmark service record supplied with the appliance.

About this template

The service record is what you leave after the visit: the appliance, the checks, the readings and any defect, so the customer and you both have a dated history. A gas boiler is serviced by a Gas Safe registered engineer whose ID card covers that appliance. Where the installation book asks for the Benchmark service record, complete that page as well. This PDF does not replace it. The download form asks for an email address, then gives you the file.

When to use

  • At a service carried out to the manufacturer's schedule
  • When a landlord wants a service as well as the annual gas safety check
  • When you take on an appliance and want a dated note of its condition
  • When a customer reports a fault and you want that day's readings written down

Tips

  1. 1Write the analyser reading in the reading box and copy the acceptable range from that model's instructions
  2. 2Tick the flue-flow and spillage line only when that test was carried out and passed
  3. 3If a warning notice is issued, write its reference in the warning notice box
  4. 4Give the customer a copy. A let property still needs its own landlord gas safety record
  5. 5Complete the Benchmark service record in the appliance book when the manufacturer asks for it. This PDF does not replace that page

Keep the service record with the job

Save the completed service note with appliance details, visit date and job reference. Record who should receive it and retain the issued copy. Keep any separate landlord gas safety or Benchmark record alongside it where required.

If the visit identifies further work, record a separate scope and price for a decision; a service report is not approval to proceed. Manual certificates and the Assistant are included on Tradehand Free; paid plans add automation and more usage.

Gas work from 1 October 2026: IGEM/UP/1B Edition 4

IGEM/UP/1B Edition 4 took effect on 1 October 2026; Edition 3 was withdrawn on 30 September. This is a UK gas industry standard change for tightness testing and direct purging of small natural gas, LPG and LPG/Air installations within its scope.

Before relevant gas work, the competent gas operative needs the current licensed standard and must establish whether this installation and task fall within its scope. Do not assume every routine boiler service requires the procedure.

Keep the engineer's test record with the visit paperwork. This downloadable PDF records the service checks and readings printed on it; it has no dedicated tightness-testing or purging record. Complete any separate record the work requires, alongside this service note.

Filled example

This example uses only the boxes on the PDF. It is fictional and has no property address, customer name, phone or email.

Appliance type: combi. Fuel: natural gas. Make, model and serial number are copied from the data badge on the day. They are left blank here so the example does not invent an appliance.

Tick an inspection line only when the printed condition is verified, and the flue-flow and spillage line only when that test was carried out and passed. Record a failed or not-applicable check rather than ticking it as passed. One defect row, as an illustration of the box rather than a repair instruction: observation "external condensate pipe has no insulation"; action "lagged the external run"; parts "pipe insulation".

Leave the reading boxes blank in this example. On a real visit, write the analyser figure and the range printed for that model. The engineer writes the outcome and any warning notice reference. The customer signs the separate signature line.

Related templates.

Heating engineer

Heating System Commissioning Checklist

PDF · Free

Gas engineer

Landlord Gas Safety Record (CP12) Template

PDF · Free

Gas engineer

Gas Appliance Service Checklist

PDF · Free

Frequently asked questions

Who can legally service a gas boiler?

A gas boiler is serviced by a Gas Safe registered engineer who is qualified for that appliance. Check the categories on their ID card. The registration number on this sheet records who attended. Writing it in does not qualify anyone. Oil and heat-pump visits follow the manufacturer's schedule and the registration that applies to that appliance.

Is a boiler service record the same as a gas safety certificate?

No. HSE's landlord leaflet says not to assume that an annual service meets the gas safety check, or that a safety check is the whole of the maintenance. A landlord gas safety record names the landlord, the appliances and flues checked, and the defects found. The same leaflet says that record is kept until two further checks, which can be longer than two years. This PDF is a service note for one appliance. Use the landlord gas safety record for that duty.

How often should a boiler be serviced?

HSE's landlord guidance says gas appliances should be serviced to the manufacturer's instructions, and annually where those instructions are not available, unless a Gas Safe registered engineer advises otherwise. HHIC's Benchmark boiler record says a gas boiler should be serviced at least annually to the manufacturer's recommendations by a competent Gas Safe registered engineer, with the service written on the Benchmark service record. Check the book supplied with the appliance.

What does a combustion analysis show on a boiler service?

This PDF has rows for CO, CO₂, the CO/CO₂ ratio, operating pressure, gas rate or burner pressure, and flow temperature. Write the reading, copy the range from that model's instructions, and mark pass or fail from that comparison. A heat pump does not use the combustion rows.

Does an annual service keep my boiler warranty valid?

HHIC's Benchmark customer note says the Benchmark checklist is needed for warranty purposes, and that the service engineer should complete the service record on that checklist after each service. Read the warranty supplied with the appliance. This PDF is a separate visit note. It does not replace the Benchmark page.

Is a boiler service report the same as a boiler service record?

On this page, yes. Both names mean the written note of one service visit: appliance, checks, readings, defects and the outcome written on the sheet.

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