Key takeaways
- Most of the legal work happens before the tenant moves in. Get the certificates, checks and paperwork done first.
- Three things renew on a cycle: gas safety (yearly), the EICR (at least every five years) and the EPC (every ten years).
- Licensing depends on where the property is and who lives there. Check with your council rather than assuming.
- Keep proof of everything. If you can't show a tenant received a document, a court may treat it as never given.
Why a checklist helps
Being a compliant landlord isn't complicated, but it is fiddly. The rules sit across several different Acts, each with its own deadline, and a missed date on one can stop you regaining possession or lead to a council fine.
This checklist covers the main legal requirements for a standard private let in England. Wales, Scotland and Northern Ireland have their own rules, so check locally if your property is outside England.
Before the tenant moves in
- 1
Energy Performance Certificate (EPC)
The property needs a valid EPC rated E or above, unless a registered exemption applies. Give a copy to the tenant.
- 2
Gas safety record
If there are gas appliances, a Gas Safe registered engineer must check them. Give the tenant the record before they move in.
- 3
Electrical safety report (EICR)
A qualified electrician must inspect the installation. Give the tenant a copy before the tenancy starts.
- 4
Smoke and carbon monoxide alarms
Fit a smoke alarm on every storey used as living space, and a CO alarm in any room with a fixed combustion appliance (except gas cookers). Test them on the first day.
- 5
Right to Rent checks
Check every adult who will live there as their main home has the right to rent in England, and keep copies.
- 6
Licensing
Find out whether your council runs a mandatory HMO, additional or selective licensing scheme that covers the property.
- 7
Written tenancy terms
Give the tenant a written statement of the main terms, in line with the Renters' Rights Act.
- 8
Deposit and paperwork
Protect any deposit within 30 days and serve the prescribed information. Give the tenant the government's information for renters.
- 9
Rent Repayment Orders
Some offences, such as letting without a required licence, let tenants claim back up to 24 months' rent for offences since 1 May 2026.
Your renewal calendar
Every tenancy start
Alarm test, Right to Rent check, deposit protection, written terms.
Every 12 months
Gas safety check. You can do it up to two months early and keep the same anniversary date.
Every 5 years
EICR, or sooner if the last report says so.
Every 10 years
EPC renewal, though you only need a valid one when you let or sell.
Usually every 5 years
Property licence renewal, where a licence is needed.
See every compliance date at a glance. Simple Landlord tracks gas, EICR, EPC and licence dates for each property and reminds you well before anything lapses.
Get early accessMistakes we see most often
Certificate given too late
The gas record and EICR need to reach the tenant before they move in, not at the first inspection.
No proof of service
Send documents by email with a read receipt or get a signed acknowledgement. Store both.
Forgetting the follow-up
A time-limited Right to Rent needs rechecking. Set a reminder on day one.
Assuming no licence needed
Selective licensing can cover ordinary family lets, not just HMOs.
During the tenancy
Your duties carry on once the tenant is in. You must keep the structure, exterior, heating, hot water and sanitation in repair, deal with damp and mould promptly, and give at least 24 hours' written notice before visiting, except in an emergency.
Keep a simple log of every inspection, repair request and certificate. It takes a few minutes and is usually the deciding factor if a dispute ever reaches a tribunal or court.
FAQs
What certificates does a landlord legally need?+
In England: a gas safety record (if there's gas), an EICR and a valid EPC. Depending on the property, you may also need a licence from the council.
Is a legionella risk assessment required?+
Landlords must assess and control the risk of legionella. There's no set certificate, but you should record that you've checked and what you did.
Do I need landlord insurance?+
It isn't a legal requirement, but most mortgage lenders insist on it and it covers risks a home policy won't.
Do the rules apply to lodgers?+
Some do, some don't. Gas safety still applies to lodgers, but deposit protection and most tenancy rules don't. Get advice if you're unsure.
What happens if I miss a deadline?+
It depends on the rule. Councils can fine you, and a missing gas record or unprotected deposit can block certain possession grounds until it's put right.
Written and reviewed by the Simple Landlord Editorial Team
Last reviewed 22 October 2026. This guide is general information, not legal or tax advice.
Sources
See every compliance date at a glance
Simple Landlord tracks gas, EICR, EPC and licence dates for each property and reminds you well before anything lapses.
