Keeping track of landlord compliance dates becomes more difficult as the number of properties you manage grows. Gas safety checks, electrical inspections, licences and other requirements can all have different renewal dates, and missing an important deadline can have serious consequences.

The simplest approach is to maintain a compliance record for each property showing what requirement applies, when it was last completed, when it next needs attention and where the supporting document is stored.

Rather than relying on memory, emails or individual calendar reminders, landlords should have one clear system for seeing upcoming compliance dates across their properties.

Quick answer: To keep track of landlord compliance dates, create a record for each property containing the requirement, last inspection or issue date, next due date and supporting document. Review upcoming dates regularly and set reminders early enough to arrange inspections or renewals before they are due.

What compliance dates do landlords need to keep track of?

There isn’t one universal compliance calendar that applies to every landlord.

The requirements depend on factors including:

• Where the property is located
• Type of property
• Type of tenancy
• Gas and electrical installations
• Whether the property requires a licence
• Whether the property is an HMO
• Requirements imposed by the local authority

Common dates a landlord may need to monitor include:

• Gas safety checks
• Electrical inspections
• Energy Performance Certificates (EPCs)
• Property or HMO licences
• Safety-related inspections
• Other property-specific certificates or requirements

There can also be important tenancy dates and administrative deadlines that aren’t technically certificate renewals but are still useful to track.

The first step is therefore to identify which requirements actually apply to each individual property.

1. Create a compliance record for every property

Avoid maintaining one unstructured list of dates for your entire portfolio.

Instead, create a compliance record for each property.

For example:

12 High Street

This immediately gives the dates context.

Instead of seeing:

14 October – Gas

you can see:

12 High Street → Gas safety → 14 October 2026

That becomes increasingly important when you’re managing several properties.

2. Don’t assume every compliance period is the same

One of the easiest mistakes to make is automatically calculating a renewal date based on a general rule.

For example:

Gas safety = add one year

EICR = add five years

EPC = add ten years

That can sometimes produce the correct date, but landlords should check the actual document and requirements applying to the property.

An EICR is a good example.

For relevant rented properties in England, electrical installations generally need to be inspected and tested at intervals of no more than five years, but the report itself may specify an earlier next inspection date.

So instead of recording:

EICR completed: 10 May 2025
Automatically renew: 10 May 2030

record:

EICR completed: 10 May 2025
Next inspection required: [date stated on report]

The document should be the source of truth.

3. Record the document as well as the date

A compliance date on its own isn’t enough.

Imagine your calendar tells you:

Gas safety — 12 High Street — due next month.

That’s useful.

But now you want to check the previous inspection.

Where is the certificate?

Email?

Downloads folder?

Google Drive?

Paper folder?

A better system connects the date and supporting document.

For example:

12 High Street

→ Gas safety
→ Last check: 14 October 2025
→ Next due: 14 October 2026
→ Gas safety record: attached
→ Remedial records: attached

This gives you both the reminder and the evidence behind it.

4. Set reminders before the deadline

Don’t make the compliance deadline the first time you think about the task.

If something needs completing by a particular date, you may first need to:

• Contact a contractor
• Arrange access with the tenant
• Find a suitable appointment
• Complete the inspection
• Receive the report
• Arrange remedial work
• Update your records

Give yourself enough time.

For example, rather than setting only:

Gas safety due — 15 November

you might want an earlier reminder that tells you:

Gas safety coming up — arrange engineer

How far ahead you need to act will depend on the requirement and your circumstances.

The important principle is:

Reminder date ≠ compliance deadline.

A reminder should give you time to act before the actual deadline.

5. Review compliance regularly

Automated reminders are useful, but they shouldn’t be the only way you manage compliance.

Build a regular review into your property-management routine.

For example, periodically check:

Overdue
What should already have been dealt with?

Due soon
What needs arranging now?

Upcoming
What will require attention in the coming months?

Complete
Has the new document been received and recorded?

This is particularly useful after an inspection has taken place.

Don’t simply mark:

EICR — done ✓

Instead:

1. Review the report.
2. Check whether any work is required.
3. Record the next inspection date.
4. Store the new report.
5. Keep relevant evidence of remedial work.

That closes the compliance loop.

6. Keep previous compliance records

Don’t automatically delete an old certificate when a new one arrives.

Previous records can form an important part of the property’s compliance history.

For example:

Gas Safety

→ 2024 record
→ 2025 record
→ 2026 record
→ Next check due 2027

Gas safety checks on applicable landlord-provided appliances and flues are generally required annually, and landlords must provide tenants with the relevant gas safety record.

Maintaining an organised history makes it much easier to see what happened and when.

7. Track remedial work as well as inspections

Some compliance inspections may identify work that needs to be completed.

That means the process isn’t necessarily:

Inspection → certificate → finished.

It may be:

Inspection → issue identified → remedial work → evidence → next inspection date.

Your records should reflect this.

For example:

Electrical safety

Inspection: 8 February
Report: received
Issue: remedial work required
Electrician: booked
Work completed: 16 February
Confirmation: uploaded
Next inspection: recorded

This creates a much clearer audit trail.

8. Keep compliance separate from general maintenance

Compliance and maintenance often overlap, but they’re not exactly the same thing.

A leaking tap might be a maintenance issue.

An annual gas safety check is a compliance requirement.

A problem identified during an electrical inspection could start as a compliance matter and result in maintenance or remedial work.

It’s useful to keep the distinction clear while still connecting related records to the same property.

A simple property structure might be:

Property

→ Compliance
→ Maintenance
→ Documents
→ Tenancy
→ Inventory

That gives you a clearer picture than one huge list of property tasks.

9. Be careful when managing properties in different parts of the UK

There isn’t one set of landlord rules applying identically across the whole UK.

Rental-property requirements differ between:

England
Wales
Scotland
Northern Ireland

There can also be requirements imposed by individual local authorities, particularly around property licensing.

For example, landlords in England currently have responsibilities covering areas including property safety, gas and electrical safety, EPCs, deposit protection and Right to Rent checks where applicable.

Right to Rent itself applies to residential renting in England, not across the whole UK.

So don’t simply copy the compliance list from one property to another without checking that the same requirements apply.

10. Update your compliance checklist when the rules change

Landlord regulation changes over time.

This is particularly important in 2026 because significant changes to private renting in England took effect on 1 May 2026, including changes to the tenancy system under the Renters’ Rights Act.

Landlords should therefore periodically check current official guidance rather than assuming that a checklist created several years ago is still complete.

A useful compliance system needs to answer two separate questions:

When is my existing requirement due?

and

Have the requirements themselves changed?

Both matter.

Spreadsheet, calendar or property management software?

There are several ways landlords can keep track of compliance dates.

Calendar

A calendar is simple and useful for reminders.

However, it may not hold the certificate, inspection history and other information associated with the requirement.

Spreadsheet

A spreadsheet can work well for a small portfolio.

You might have columns for:

Property | Requirement | Last completed | Next due | Status

The disadvantage is that the supporting documents are often stored somewhere else.

Folders

Folders are useful for storing certificates but aren’t particularly good at telling you what is due next.

Property management software

Property management software can bring compliance information together with the property it relates to.

The best approach is ultimately whichever system you will actually keep updated.

The important thing is that you can quickly see:

What needs attention?
Which property does it relate to?
When is it due?
Where is the document?

A simple landlord compliance checklist

For each property, consider maintaining the following:

Requirement

What exactly needs to be checked, renewed or monitored?

Last completed

When was it last dealt with?

Next due date

When does it need attention again?

Status

For example:

Current
Due soon
Action required
Complete

Supporting document

Where is the certificate, report, licence or other evidence?

Remedial work

Did the inspection identify anything requiring action?

Reminder

When do you need to start arranging the next step?

This creates a simple repeatable process:

Record → Remind → Complete → Review → Update

How Propiva helps landlords keep track of compliance

Propiva is designed to make property compliance easier to organise.

Landlords can keep compliance information associated with the relevant property and see upcoming dates that may need attention, rather than relying on separate spreadsheets, folders and calendar entries.

Supporting property documents can also be kept alongside the other records for that property.

For landlords managing multiple properties, this provides a clearer way to see what’s coming up across the portfolio.

Start using Propiva →

Frequently asked questions

How do landlords keep track of compliance dates?

Landlords can keep track of compliance dates by maintaining a record for each property showing the requirement, last completion date, next due date and supporting document. Setting reminders before the actual deadline gives time to arrange inspections or renewals.

What compliance dates should landlords track?

The exact dates depend on the property and its location. They may include gas safety checks, electrical inspections, EPCs, property licences and other property-specific safety or regulatory requirements.

How often should landlords check their compliance dates?

There is no required universal review interval, but landlords should check upcoming requirements regularly rather than relying only on reminders appearing on the day something expires.

Can landlords use a spreadsheet to track compliance?

Yes. A spreadsheet can be used to record properties, requirements and dates. However, as a portfolio grows, it can become harder to connect spreadsheet entries with certificates, property records, maintenance and other information stored elsewhere.

Should landlords keep expired certificates?

Don’t automatically delete previous compliance documents. Some records have specific legal retention requirements, while previous certificates and reports can also provide a useful compliance history for the property.

Are landlord compliance requirements the same throughout the UK?

No. Landlord requirements differ between England, Wales, Scotland and Northern Ireland, and some requirements can also vary by local authority. Always check the current rules applying to the location and type of property.

Disclaimer: This guide is provided for general information only and does not constitute legal, financial or professional advice. Rules and requirements may vary depending on your location and circumstances and can change over time. Always check current official guidance and seek professional advice where appropriate.