Landlord Renewal Checklist UK
A landlord in England has a short list of certificates and records that must stay in date: a gas safety record every 12 months, an electrical safety inspection at least every 5 years, an Energy Performance Certificate (EPC) that lasts 10 years, working smoke and carbon monoxide alarms, and the tenant's deposit protected in an approved scheme. This checklist gives the interval, who does the work and what to keep for each one. It is written for England. Scotland, Wales and Northern Ireland have their own rules, so check your own nation's guidance. It is general information, not legal advice.
What certificates and renewals does a landlord need to track?
| Item | How often | Who does it | Keep and share |
|---|---|---|---|
| Gas safety check and record | Every 12 months | A Gas Safe registered engineer | Give tenants a copy within 28 days of the check, or before a new tenant moves in. Keep records for at least 2 years |
| Electrical installation inspection (often called an EICR) | At least every 5 years | A properly qualified person | Give tenants proof that the installation has been inspected and tested |
| Energy Performance Certificate (EPC) | Valid for 10 years | An accredited energy assessor | Make it available to tenants. Rated E or above to let, unless exempt |
| Smoke and carbon monoxide alarms | Test and replace if faulty | You or your agent | Fit and test the alarms (see the GOV.UK explanatory booklet for landlords) |
| Deposit protection | Within 30 days of receiving the deposit | You or your letting agent | Use a government approved scheme |
| Landlord insurance | Your policy renewal date | Your insurer or broker | Keep the schedule with your property file |
| HMO licence, if you have one | Up to 5 years; the council sets the term | Your local council | Check the expiry date on the licence |
How often is a gas safety check needed?
Every 12 months. The Health and Safety Executive (HSE) says the check is due 12 months after the previous one. You can carry it out up to 2 months early and keep the original deadline, but you must be able to show every check was done on time. If you use that early window, keep the record until two further checks have been completed.
The record must be issued by a Gas Safe registered engineer once all checks are complete, even if faults were found. Existing tenants need a copy within 28 days of the check, and prospective tenants must receive one before they move in. Otherwise keep each record for at least two years.
How often is an electrical safety check needed?
GOV.UK says landlords must have the electrics checked at least every 5 years by a properly qualified person, and must give tenants proof that the installation and equipment have been inspected, tested and checked. The report is usually called an Electrical Installation Condition Report, or EICR. The inspector may recommend a shorter gap for an older installation, so diarise the date they write on the report, not just a five-year default.
How long does an EPC last?
GOV.UK says an EPC is valid for 10 years. Since 1 April 2020, landlords cannot let or continue letting a covered property rated below E unless a valid exemption is registered. Exemptions registered on the PRS Exemptions Register generally last for 5 years, with one temporary exemption for recent landlords lasting 6 months, so those need their own reminder as well. Check the certificate date whenever you re-let a property.
What about alarms and deposits?
GOV.UK says landlords must fit and test smoke alarms and carbon monoxide alarms, and its explanatory booklet for landlords sets out where they are needed. Read it once, then record when you last tested each alarm so you have a dated note on file.
For deposits, GOV.UK says the landlord or letting agent must put the deposit in a government approved scheme within 30 days of receiving it. The schemes in England and Wales are the Deposit Protection Service, MyDeposits and the Tenancy Deposit Scheme. That 30 day deadline is not a renewal, but it is a date worth putting in your tracker the day the money arrives.
Do I need a licence for my rental?
Some rentals do. Houses in multiple occupation (HMOs) and some areas under local licensing schemes need a licence from the local council. A licence can run for a maximum of five years under the Housing Act 2004, but councils set the term and the fee, so the expiry date on your own licence is the only one that counts. Councils often ask for current gas and electrical certificates with a renewal application, which is another reason to keep your dates together.
How do I keep every property's dates in one place?
Give each property its own set of rows: gas record, EICR, EPC, alarm test, insurance and any licence, each with the expiry date and where the document is saved. MyRenewals holds each renewal with its date, supplier and notice period and sends email alerts before the date arrives. The Free plan tracks up to 10 renewals, so it fits one or two properties. Starter at £9 a month covers up to 100, and Professional at £19 a month covers up to 1,000. For a general tracker you can open today, use the free contract renewal template.
If you manage property for other people, the software side is covered on our pages for letting agents and property managers. For wider business renewals, see the small business compliance checklist.
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Frequently asked questions
How often does a landlord need a gas safety certificate?
Every 12 months, from a Gas Safe registered engineer. You can do the check up to 2 months early and keep the same deadline.
How often is an EICR needed for a rental property?
GOV.UK says at least every 5 years, by a properly qualified person. Follow any shorter interval written on the report itself.
Does an EPC expire?
Yes. GOV.UK says an EPC is valid for 10 years. A rented property generally needs a rating of E or above unless an exemption is registered.
When must I protect a tenant's deposit?
Within 30 days of receiving it, in a government approved scheme, according to GOV.UK.