Guides · Last checked 24 Oct 2026 · England
Landlord certificate checklist for England: every document and how often it renews
A privately rented home in England needs: an annual gas safety record, an EICR every five years, a ten-year EPC rated E or above, working smoke and CO alarms checked at each tenancy start, a legionella risk assessment, the deposit protected within 30 days with prescribed information, Right to Rent checks before the tenancy, the current How to Rent guide, any HMO or selective licence, and from 2026–27 an active entry on the PRS landlord register renewed every year.
| Check | How often | Who gets it | If you don't |
|---|---|---|---|
| Gas safety record (CP12) | Every 12 months | Tenants within 28 days; new tenants before move-in; register | Unlimited fine, up to 6 months' prison |
| EICR | Every 5 years (or sooner if the report says) | Tenants within 28 days; council within 7 days of request; register | Up to £30,000 per breach |
| EPC, rated E or above | Every 10 years; band C by 1 Oct 2030 | Tenant at tenancy start; register | Up to £5,000 now; £30,000 under the 2030 rules |
| Smoke alarms (every storey) and CO alarms (every room with a fixed fuel-burning appliance, except gas cookers) | Check working on day 1 of each tenancy; repair when told | — | Up to £5,000 |
| Legionella risk assessment | Review every 2 years, or on changes to the system | Keep on file | HSE prosecution if someone is harmed |
| Deposit protected in an approved scheme, prescribed information served | Within 30 days of receiving the deposit; again if it changes | Tenant | 1 to 3 times the deposit; cannot serve notice until fixed |
| Right to Rent check | Before the tenancy; follow-up checks for time-limited permission | Keep copies | Civil penalty up to £20,000 per occupier for repeat breaches |
| How to Rent guide | Latest version at the start of each tenancy and at renewal | Tenant | Possession can be delayed |
| HMO / additional / selective licence | Term set by council, up to 5 years | Council | Unlimited fine, rent repayment orders |
| PRS landlord register entry | Renew every 12 months; update changes within 28 days | Central database | £7,000, then £40,000; no Section 8 possession |
At the start of every tenancy
- Right to Rent check on every adult occupier.
- Give the tenant: the current EPC, the gas safety record, the EICR, the How to Rent guide, and the written statement of terms the Renters' Rights Act requires.
- Test every smoke and CO alarm on the day the tenancy starts and record that you did.
- Protect the deposit and serve the prescribed information within 30 days.
- Add or update the property on the PRS register (once your region has opened).
Every year
- Gas safety check (book within the two months before expiry to keep the date).
- PRS register renewal and £65 fee.
- Review the alarm positions and the legionella assessment if anything has changed.
Every few years
- EICR: five years.
- Legionella review: two years is the usual practice.
- Licence renewal: whatever term the council set.
- EPC: ten years, and a plan to reach band C before October 2030.
This is the list Certkept tracks per property. Enter each date once and it works out what's next, in red, amber or green.
Questions landlords ask
- Do I need a legionella certificate?
- No certificate exists. The duty is to assess the risk from legionella in the water system and keep a record. For most single-let homes the landlord can do a simple assessment themselves.
- Do I need PAT testing?
- Not by law for a standard let. The EICR covers the fixed installation; PAT testing portable appliances you supply is good practice and some HMO licences require it.
- Does the checklist differ in Wales or Scotland?
- Yes, substantially. This guide covers England only.
Sources
- Landlord responsibilities (GOV.UK)
- Smoke and carbon monoxide alarms: explanatory booklet for landlords (GOV.UK)
- Deposit protection (GOV.UK)
- Check a tenant's right to rent (GOV.UK)
General information for landlords in England, not legal advice. Rules change; check the date above and GOV.UK.