Send the signed gas safety record with a clear cover note

The record is what the landlord needs, but a bare PDF in a text leads to phone calls asking what it means and whether anything needs doing. A short cover note that repeats only what you recorded, and says when the next check is due, saves the follow-up and leaves a dated trail that you sent it.

Your gas certificate app for the record, plus a free AI chat tool for the covering message

Steps

1. Complete and sign the record in your usual certificate app, on site. The AI doesn't fill in the record or any of its checks.
2. Export the finished record as a PDF and open it. Copy only the facts you want in the message: address, date of the check, the appliances you checked and the next due date.
3. If you recorded any defects, copy your own wording exactly, including the classification you gave and what you did at the appliance. Don't ask the AI to reword or soften it.
4. Paste those facts into the prompt below to get a short cover note, then read it against the PDF line by line.
5. Send the PDF and the note to the person who asked for the check, and log the date and time you sent it. If it's for a tenant, see the separate 28-day job.

The exact prompt

I'm a Gas Safe registered engineer in the UK. Write a short cover email to accompany a signed gas safety record.
Property: [address]. Check date: [date]. Appliances checked: [list from the record]. Next check due: [date].
Defects or advice I recorded, in my exact words (copy these unchanged, do not summarise, soften or add to them): [paste or "none recorded"].
Say the record is attached, give the next due date, and that they should phone me if they have questions. Keep it under 100 words. Don't explain what any defect means, don't comment on safety and don't say anything is fine or compliant.