A simple system for landlord compliance reminders
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Most landlord compliance failures aren't caused by landlords who don't know the rules. They're caused by dates slipping quietly past while everything else is happening. A gas safety certificate that expired three weeks ago because the renewal reminder was in a different spreadsheet from last year. An EICR that ran out during a void period and nobody noticed.
The fix isn't complicated. It's a consistent system that puts the right reminder in front of you at the right time.
What you're tracking
For each rental property, you need to monitor at minimum:
| Certificate / check | Required frequency | Lead time to book |
|---|---|---|
| Gas safety record (CP12) | Annually | 4–6 weeks before expiry |
| EICR | Every 5 years (or sooner if specified) | 8–12 weeks before expiry |
| Energy Performance Certificate | Every 10 years | 4–6 weeks before expiry |
| Smoke and CO alarm test | Start of each tenancy | — |
| Boiler service | Annually (warranty condition) | 4–6 weeks before due |
Some landlords also track PAT testing for furnished properties, though it's not a legal requirement for residential lets.
The reminder cadence that actually works
One reminder isn't enough — if the engineer cancels, or you're away, or you simply miss the notification, you're suddenly scrambling at the last minute.
For each certificate, set two reminders:
- 60 days before expiry — book the check. This is the action prompt.
- 14 days before expiry — chase if it isn't already confirmed. This is the safety net.
If you have a managing agent, the 60-day reminder is the prompt to confirm with them that it's in the diary.
Storing the documents
Every compliance document needs to be:
- Stored somewhere you can access instantly — not in a filing cabinet in a property you don't visit. A digital copy on your phone or tablet, or in a cloud service.
- Associated clearly with the right property — the document itself will usually identify the property address, but that doesn't help when a tenant texts you for a copy on a Saturday evening.
- Backed up — compliance documents are legal records. Don't keep them in just one place.
The practical failure is receiving a document, filing it in an email folder or downloading it to a laptop, and then not being able to find it eighteen months later when a tenant requests a copy within the 28-day legal window.
Per-property, per-appliance organisation
The most reliable approach is to organise compliance documents by property and then by appliance, rather than by document type. When a tenant asks "can you send me the boiler's gas safety certificate", you want to be able to pull it up in seconds — not search through email folders.
For each rental property:
- Assign a clear reference or label.
- Keep all documents for that property together.
- Note the expiry date of each document alongside the document itself.
Using JustTaggit for rental properties
JustTaggit's QR code system is well suited to this. Stick a QR code on the boiler, on the consumer unit, and optionally on a prominent wall in the property. Against each code, store:
- The current gas safety record (boiler code) with its expiry date.
- The current EICR (consumer unit code) with its expiry date.
- Boiler service history and next service due date.
- Any appliance manuals or warranty documents.
Set a reminder for each certificate's renewal date. When a tenant scans the boiler code, they can see the current gas safety record — which is a neat way to demonstrate compliance transparently. When your reminder fires, you scan the code to confirm what's due and who to call.
It also means the information travels with the appliance rather than living in your email or a folder on a laptop that might fail. For the full compliance picture, see our landlord safety compliance guide.
A quick property compliance checklist
Use this at the start of every tenancy:
- Gas safety record valid, copy given to tenant before move-in
- EICR valid, copy given to tenant before move-in
- EPC valid (minimum E rating), copy given to tenant
- How to Rent guide given to tenant
- Smoke alarm on every habitable storey — tested
- CO alarm in every room with a fixed combustion appliance — tested
- Deposit protected and prescribed information given within 30 days
- Next gas safety check booked / reminder set
- Next EICR renewal noted / reminder set
Stop relying on memory for things that need to be right. Tag your first property free →
Frequently asked questions
How far in advance should I book a gas safety check?
At least four to six weeks before the certificate expires — engineers get booked up, and you don't want a gap even of a few days. If you allow a renewal window of up to two months before expiry, the new certificate still runs from the original expiry date, not the new inspection date, so you don't lose any cover.
Can I use a calendar or spreadsheet instead of a dedicated system?
Yes — and many landlords do. A shared spreadsheet with a column per certificate and conditional formatting to flag upcoming renewals works fine for one or two properties. The failure mode is that it needs to be actively maintained; when it's out of date, you lose confidence in it and stop trusting it.
Do I need to track compliance documents for managed properties?
If an agent manages the property on your behalf, the agent typically handles scheduling compliance checks and storing documents. You should still have access to copies of all certificates — you're legally responsible, not the agent.
What records do I need to keep for how long?
Gas safety records: at least two years by law, permanently in practice. EICRs: until the next satisfactory inspection replaces them, permanently in practice. All others: for the duration of the tenancy and a reasonable period after.