A heating breakdown report is the engineer's record of one call-out: what the customer said was wrong, which appliance was looked at, what was found, what was done about it, what the safety checks showed afterwards, and whether the heating was working when the engineer left. It is the page the customer keeps, and the page you reach for when the same boiler stops again in February. Fill it in here and download a PDF without an account, or speak while you walk, and the document writes itself.
What the record is for
A breakdown visit usually ends with the customer asking two questions: is it fixed, and is it safe. This form makes you answer both on paper. The outcome is a single choice — working, working on a temporary repair, or not working and why — and the safety checks after the repair sit just above it, so nobody reads one without the other.
It is also your protection. If the boiler fails again next week, a dated record of the fault code, the part you changed and the readings you took when you left shows exactly what state it was in.
Fault codes, tests and readings
Write the fault code exactly as the display showed it, and list the tests you actually carried out to find the cause. That is what turns "boiler not working, fixed" into a diagnosis the next engineer can follow.
After the repair, the operating pressure, the gas rate and the combustion figures go in as numbers. The form asks whether the combustion readings sit within the range in the maker's instructions rather than printing a figure of its own, because the right range depends on the appliance in front of you. Where the repair disturbed anything on the gas side, a tightness test section appears; where it did not, it stays out of the way.
When you find something unsafe
If the visit turns up an unsafe situation, the form records how you classified it under the Gas Industry Unsafe Situations Procedure — Immediately Dangerous or At Risk — what you found and where, whether a warning notice was issued and signed, and who else was told. Either classification becomes a safety finding at the top of the report.
The form does not tell you what to do about it. The procedure, your training and your registration do that. What the form makes sure of is that what you did is written down, dated and signed.
Not a gas safety record
A breakdown report is not a landlord gas safety record (often still called a CP12), and it is not a service record either. A repair can leave a boiler working without anybody having checked every appliance in the home, which is what a landlord's annual safety check covers. If the property is let and the safety record is due, say so in the recommendations rather than letting this report stand in for it.
Common questions
Who should fill in a heating breakdown report?
The engineer who attended. For gas appliances in Great Britain that means someone on the Gas Safe Register whose card covers the appliance and the work. The same form works for oil and LPG call-outs; only the registration line changes.
Does every breakdown need a combustion reading?
Not every fault touches combustion, but most engineers take one whenever they have worked on the burner, the gas valve, the fan or the flue, and many makers ask for it after replacing those parts. Record it when you take it; leave the boxes empty rather than guess.
What if I cannot fix it on the day?
Choose the outcome that fits — waiting for parts, temporary repair, or left off — and fill in the follow-up section with what is needed and when you expect to return. If you are quoting for the work, the quote section records the price and how long it stands.
What if the customer will not sign a warning notice?
Record that they refused, and who was present. The form keeps the refusal on the record alongside the classification and what you found.
Can I give the customer a copy?
Yes. Download the finished report as a PDF and send or print it before you leave. It carries both signatures, the readings and any findings.