Autumn is when boilers get switched back on, heating gets turned up and, usually, a few landlords discover that a certificate expired in the summer. Safety paperwork is not the most exciting part of letting a property, but it is one of the most important, and it is where the penalties are steepest.
Here is a plain-English checklist of the certificates and checks every landlord in England needs, how often they need renewing and what to do with them once you have them.
1. Gas safety certificate: every year, no exceptions
If the property has any gas appliance, such as a boiler, hob or gas fire, you need a gas safety check carried out by a Gas Safe registered engineer at least every 12 months. The engineer issues a certificate (often called a CP12), and you must give a copy to existing tenants within 28 days of the check and to new tenants before they move in.
- Timing: you can have the check done up to two months before the anniversary and still keep the original renewal date.
- Registration: ask to see the engineer's Gas Safe ID card and check the appliance types they are qualified for.
- Access: if a tenant keeps putting you off, keep written records of every attempt to arrange a visit. Our guide to gas safety certificates covers what to do.
- Penalties: breaching the gas safety regulations is a criminal offence and can lead to prosecution and an unlimited fine.
2. Electrical safety report: every five years
Under the Electrical Safety Standards in the Private Rented Sector (England) Regulations 2020, the fixed electrical installation in a rental must be inspected and tested by a qualified person at least every five years, or sooner if the report says so. The result is an Electrical Installation Condition Report, or EICR.
- Satisfactory or unsatisfactory: the report gives a clear outcome. If it is unsatisfactory, you generally have 28 days to complete the remedial work, or less if the report specifies.
- Who gets a copy: give it to existing tenants within 28 days, to new tenants before they move in, and to the local council within seven days if they ask.
- Penalties: councils can issue civil penalties of up to £30,000 for a breach.
- Appliances: the regulations cover the fixed installation. Portable appliances you supply, like a kettle or washing machine, are not part of the EICR, but they must still be safe.
3. Smoke alarms: one on every floor
You must provide at least one working smoke alarm on every storey of the property used as living accommodation, and check that each one works on the first day of every new tenancy. After that, tenants are responsible for testing them and replacing batteries, though it makes sense to remind them.
4. Carbon monoxide alarms: where there is a fixed burner
A carbon monoxide alarm is required in any room used as living accommodation that has a fixed combustion appliance. That includes gas boilers, wood burners and open fires, but excludes gas cookers. Landlords who fail to fit working smoke or carbon monoxide alarms, or fail to fix them once the council has served notice, can face civil penalties of up to £5,000.
5. Energy performance certificate: valid for ten years
You need a valid EPC before you market a property to let, and you must give a copy to tenants. It is not a safety document, but it sits in the same compliance file, and the rules on minimum ratings are changing. We cover the current position in our guides to EPC reform for landlords and, for the basics, what an EPC is.
6. Fire safety and legionella: risk assessments
Neither needs a certificate for a standard single let, but both need thought. Furniture you supply must meet fire-resistance regulations, and you should keep a simple record of your legionella risk assessment, which for most homes is a short check of water temperatures and any unused outlets. Houses in multiple occupation and blocks with shared areas have stricter fire rules, so check the requirements in our HMO guide.
Safety is not just a tick-box: damp and mould
A tidy folder of certificates is the starting point, not the whole job. Hazards such as damp and mould can sit alongside a perfect paperwork record and still lead to trouble. Our guides to black mould for landlords and Awaab's Law for private landlords explain how to spot problems early and respond quickly.
How to keep it all organised
A little system goes a long way. This one takes about half an hour to set up:
1. Make a one-page list of each property with its gas, electrical and EPC dates.
2. Put reminders in your calendar for two months before every deadline, not on the day.
3. Store a digital copy of every certificate in one folder, named by property and date.
4. Record the date you sent each certificate to tenants, and how (email, post or hand delivery).
5. Book your gas engineer and electrician before the autumn rush, when diaries fill quickly.
6. Test alarms yourself at the start of each new tenancy and note it in the check-in report.
Common mistakes to avoid
- Letting the date slip: a gas certificate that expired yesterday is still expired, so leave a buffer.
- Forgetting to serve copies: having the certificate is only half the duty; the tenant must receive it.
- Ignoring the remedial work: an unsatisfactory EICR is a ticking clock, not a suggestion.
- Using an unregistered tradesperson: a cheaper quote is not cheaper if the certificate is not valid.
- Assuming the agent has it covered: if you self-manage or your agent only finds tenants, the legal responsibility stays with you.
Would you rather not juggle the dates?
Compliance is much easier when someone else keeps the diary. With our fully managed service, we arrange the safety checks, keep the records and chase the follow-up work for a flat fee. If you only need help finding the right person for the property, our tenant find service covers marketing, referencing and the tenancy paperwork. And if the paperwork has made you wonder whether being a landlord is still for you, you can sell your home for a flat fee too. For a wider look at what to ask of an agent, see our letting agent checklist for landlords.
This article is general guidance, not legal advice. Check the latest government guidance or ask a qualified professional about your specific property.
