Before you start
There is no single landlord compliance deadline
The right date depends on the document, the last inspection, what the report says, and the property or tenancy. Do not put every obligation on a twelve-month repeat. Read the latest record first, look for a stated next inspection date, and check the current rule that applies to your property.
The guide below covers common records for private rented homes in England. It is a practical organising aid, not a complete list of every landlord duty, licence condition, local rule, or exemption.
01 / The dates
Which certificate or inspection deadline are you checking?
Gas safety record
12 monthsIf you provide gas appliances or flues, arrange the check with a Gas Safe registered engineer every 12 months. Give the record to an existing tenant within 28 days of the check and to a new tenant before they move in. HSE guidance says to keep the gas safety record for at least 2 years.
Check: HSE gas safety FAQs.
Electrical installation report (EICR)
5 years or soonerFor a private rented property in England, the fixed electrical installation must be inspected and tested by a qualified person at least every 5 years, or at the shorter interval stated in the most recent report. Give the report to an existing tenant within 28 days of the inspection and to a new tenant before occupation. Keep the report until the next inspection is due and make it available to the local housing authority if requested.
Energy Performance Certificate (EPC)
10 yearsAn EPC is generally valid for 10 years, or until a newer EPC is produced. Check that a valid EPC exists before marketing a property to rent, and keep the current certificate and reference with the property record. Exemptions and minimum energy-efficiency rules can affect what applies, so use the official checker and current guidance for the property.
Smoke and carbon monoxide alarms
At tenancy startThis is not a certificate-renewal cycle, but it belongs in the same property record. In England, landlords must have the required alarms in place and check they work on the first day of a new tenancy. A faulty alarm reported during a tenancy must be repaired or replaced as soon as reasonably practicable. Record what you checked and what you did.
Check: GOV.UK alarm guidance.
02 / The evidence
What to keep in each property record
A certificate is only one part of a useful paper trail. For each property, keep the original report and a short index that lets you answer what happened, when, and what needs doing next.
- The original evidence
Certificate, report, alarm check note, or remedial-work invoice.
- Dates and identity
Property address, date completed, next due date, and report reference.
- Who carried it out
Engineer or assessor name, business details, and registration or qualification evidence.
- Tenant handover
What was shared, when it was shared, and a delivery or acknowledgement record.
Retention periods differ. The periods above are not a universal filing rule: follow the applicable regulation and current official guidance, and keep a sensible audit trail for your own management.
03 / The routine
Turn a deadline into a calm, repeatable process
1. Record the completed date
Use the date on the signed report, not the date you saved the file.
2. Record the next action
Use the next inspection date on the report where there is one, then check whether the rules require a shorter interval or an earlier tenant handover.
3. Save the evidence beside the date
Keep the original report in your chosen document store and note its file name or location in your property index.
4. Review before the window closes
Give yourself time to contact a qualified professional, arrange access, complete remedial work, and share the updated record with the tenant.
Where DocketMason fits
DocketMason helps you record property details, compliance dates, and the planning dates you want to keep in view. It does not inspect a property, issue a certificate, decide whether a report is legally sufficient, or replace official guidance and qualified professionals.
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Five questions to ask before you file the record away
- 01What property and tenancy does this record relate to?
- 02Who carried out the work, and is their qualification or registration appropriate?
- 03What next date or shorter interval does the report state?
- 04Does the report require remedial work, and is there evidence it was completed?
- 05When did the tenant receive the relevant document, and how can you show that?
Keep checking
Use current official guidance for the final word
Rules and guidance can change, and the answer can depend on the property, tenancy, licence, local authority, and the wording of the report. Confirm the current position with the relevant official source or a qualified professional before relying on a deadline.