Access
1 template
Free
Access notices and entry log template
England
Wales
Scotland
Northern Ireland
Fillable PDF
Complete on screen or print and sign
Notice, gas safety letter and entry log
Checked October 2026
Before you use it
Notice asks for access; it doesn’t give you the right to let yourself in. Tenants have the right to live in their home without unnecessary disturbance. Give written notice, agree a reasonable time and, unless it is a genuine emergency, don’t enter without the tenant’s agreement. If a tenant repeatedly refuses access, keep records and take advice; don’t force entry. In Scotland you can apply to the First-tier Tribunal to set a date for access; elsewhere, a court order may be needed.
Notice
24 / 48 hrs
24 hours in England and Wales, 48 in Scotland; reasonable in NI, where 24 hours’ written notice is sensible practice.
Permission
Needed
Notice is not permission to enter without agreement.
Gas safety
Every 12 months
Keep a record of every attempt if access is refused.
What the form covers
1
Part 1, notice requesting access: send to the tenant
2
Part 2, gas safety check access letter: for existing tenants; send in good time
3
Part 3, access and unable to gain entry log: record every attempt
Gas safety checks and refused access
Landlords must arrange a safety check of the gas appliances and flues they are responsible for at intervals of no more than 12 months, carried out by a Gas Safe registered engineer. In Great Britain, a check done in the last two months before the deadline keeps the original anniversary date. Northern Ireland has no such window yet. Existing tenants get a copy of the record within 28 days; new tenants before they move in.
If a tenant won’t give access, your defence is that you took all reasonable steps. HSE inspectors generally look for at least three documented attempts, including letters, alternative appointments and records of missed visits, but three attempts aren’t automatically enough in every case (HSE guidance). Keep trying where reasonable, keep the evidence and never force entry. Our gas safety certificate guide covers the wider duty.
What's in the template
Part 1, notice requesting access: the reason for the visit, proposed date and time, who will attend, and the tenant’s reply: agreed, rearrange, access declined or no reply.
Part 2, gas safety access letter: the next check due date, the engineer’s Gas Safe number, the proposed appointment and which attempt this is, with the option for the tenant to book directly with the engineer.
Part 3, access and entry log: one line per attempt with the notice given, permission to enter, who attended, the outcome and the next step. In August, attach the letters, replies and engineer’s attendance record to each attempt.
Use it with the repair request form and the property inspection checklist.
Frequently asked questions
How much notice does a landlord have to give to enter?
At least 24 hours in writing in England and Wales, 48 hours for private residential tenancies in Scotland, and reasonable notice in Northern Ireland. Shorter notice may be acceptable in a genuine emergency.
Can a landlord enter without permission after giving notice?
No. Notice is a request, not permission. Except in a genuine emergency, the landlord needs the tenant’s agreement, or a tribunal or court order if access is repeatedly refused.
What if a tenant refuses access for a gas safety check?
Keep making reasonable attempts and record each one: letters explaining that the check is a legal safety requirement, alternative appointments and notes of missed visits. HSE generally looks for at least three documented attempts. Never force entry.
Can a gas safety check be done early?
In Great Britain, yes: a check done in the last two months before the deadline keeps the original anniversary date. Northern Ireland doesn’t yet have this window.
Templates checked against legislation in October 2026. They are provided for general information and are not legal advice.
