Landlord Compliance Checklist
A practical, step-by-step guide to every certificate, inspection and legal obligation UK landlords must meet — from EPC and gas safety to the Renters' Rights Act 2025.
Staying compliant is the foundation of stress-free letting. One missed certificate or outdated report can invalidate a possession claim, expose you to fines, or leave you uninsured. This checklist covers the mandatory safety certificates, the new tenancy rules introduced by the Renters' Rights Act 2025, and the ongoing obligations that keep your property and your tenants safe.
The core compliance certificates
Every rental property in England needs the following certificates before a tenant moves in and at regular intervals throughout the tenancy. Keep digital and physical copies of every document.
EPC — Energy Performance Certificate
- Minimum rating: E or above for all private rentals since April 2020.
- Future standard: C for new tenancies from 2028, all tenancies by 2030.
- Validity: 10 years from the date of issue.
- Where to display: Include the rating in every property advert; give the full certificate to the tenant before they sign.
- Exemptions: Register any valid exemption on the PRS Exemptions Register. Exemptions are property-specific and time-limited.
- Penalty: Up to £5,000 for letting a sub-standard property without a valid exemption.
Gas Safety Certificate (CP12)
- Frequency: Every 12 months without exception.
- Who carries it out: A Gas Safe registered engineer only.
- Scope: All gas appliances, flues and pipework in the property.
- Tenant copy: Within 28 days of each check.
- Record keeping: Keep records for at least two years.
- New tenancies: Give the current certificate before the tenant moves in.
- Penalty: Up to £6,000 per breach and potential manslaughter charges in the event of a fatality.
EICR — Electrical Installation Condition Report
- Frequency: Every 5 years (or on change of tenancy in Scotland).
- Who carries it out: A competent person — typically a NICEIC or ECA registered electrician.
- Outcome codes: C1 (danger present) and C2 (potentially dangerous) must be remedied before the tenancy starts or as an emergency. C3 (improvement recommended) is advisory only.
- Tenant copy: Within 28 days of the inspection, or before occupation for new tenancies.
- Local authority: Forward the report to the local authority within 7 days if they request it.
- Penalty: Up to £30,000 for non-compliance.
Smoke and Carbon Monoxide Alarms
- Smoke alarms: At least one on every storey of the property. Must be tested and working on the first day of the tenancy.
- Carbon monoxide alarms: In any room with a solid-fuel appliance (log burner, coal fire, etc.). From October 2023 this also applies to gas boilers in new tenancies in England.
- Testing: Test on move-in day; tenants should test monthly and report faults promptly.
- Repair: Landlords must repair or replace faulty alarms as soon as they are notified.
- Penalty: Up to £5,000 per breach.
Tenancy administration compliance
Beyond safety certificates, landlords must handle deposits, paperwork and tenant rights correctly from day one.
Deposit protection
- Scheme: Protect the deposit in one of the three government-approved schemes (DPS, Mydeposits or TDS) within 30 days of receipt.
- Prescribed information: Serve the prescribed information to the tenant (and any relevant person) within 30 days.
- Cap: Maximum 5 weeks' rent for tenancies under £50,000 per year; 6 weeks for tenancies at or above £50,000 per year.
- Penalty for non-compliance: Up to 3 times the deposit value, and you cannot serve a valid Section 8 possession notice until protection is resolved.
Right to Rent checks
- When: Before the tenancy starts and at any follow-up checks for time-limited tenants.
- How: Check original documents in person or use the Home Office online right-to-rent check service.
- Records: Keep copies (or a clear record of the online check) for at least one year after the tenancy ends.
- Penalty: Up to £20,000 per illegal occupant for repeat breaches; £3,000 for a first offence.
Renters' Rights Act 2025 compliance
The Renters' Rights Act 2025 fundamentally changed how tenancies are created, managed and ended. If you have not yet updated your processes, these are the priority changes:
Key changes now in force
Assured Periodic Tenancies replace ASTs. All new tenancies are periodic from day one. Fixed terms no longer exist.
Section 21 abolished. You can only recover possession through reformed Section 8 grounds.
Written statement of terms required. Issue this for every tenancy — it is not the same as the old tenancy pack.
Rent increases: Use Section 13 once every 12 months, minimum two months' notice, prescribed form. Rent review clauses are unenforceable.
No rental bidding wars. Advertise at a stated rent and let at or below it.
No blanket discrimination. "No DSS" and "No Children" policies are unlawful. Apply consistent, written criteria case by case.
Pet requests: Tenants have a right to request a pet. Refusals must be reasonable and property-specific. You can require pet insurance but not an extra deposit or fee.
For a deeper dive, see our complete Renters' Rights Act 2025 guide.
HMO and licensing obligations
- HMO licence: Required if five or more tenants from more than one household share facilities. Some councils license smaller HMOs under additional licensing schemes.
- Selective licensing: Many councils require all private landlords in designated wards to obtain a licence. Check your council's website.
- Minimum room sizes: HMO bedrooms must meet minimum floor areas (6.51m² for one person, 10.22m² for two).
- Management regulations: HMO landlords must maintain common areas, provide adequate refuse facilities and keep fire safety equipment in good order.
- Penalty: Operating an unlicensed HMO can result in unlimited fines, rent repayment orders and banning orders.
Your annual compliance calendar
Use this calendar to schedule renewals and avoid last-minute rushes. Dates shown are typical — adjust to your actual certificate expiry dates.
| Task | Frequency | Deadline / reminder |
|---|---|---|
| Gas Safety Check (CP12) | Every 12 months | Book 6 weeks before expiry |
| EICR inspection | Every 5 years | Book 2 months before expiry |
| EPC renewal | Every 10 years | Check rating 12 months before target C deadline |
| Smoke / CO alarm test | On move-in; tenant monthly | Replace batteries yearly; replace units every 10 years |
| Legionella risk assessment | Every 2 years (or on change) | Review annually if high-risk |
| HMO licence renewal | Typically 5 years | Apply 3 months before expiry |
| Rent review / Section 13 | Once per 12 months | Diarise 14 months from last increase |
| Property inspection | Every 3–6 months | Give 24 hours' written notice |
Pre-tenancy compliance checklist
Tick every item before you hand over the keys:
During-tenancy compliance checklist
Ongoing obligations while the tenancy is live:
End-of-tenancy compliance checklist
Want a hands-off compliance solution?
Smart Sleep Property offers compliance packages that cover gas safety, EICR, EPC, smoke and CO alarms, and ongoing tenancy management — so you never miss a deadline.
Frequently asked questions
What certificates does a landlord need by law in the UK?+
At minimum: a valid Gas Safety Certificate (CP12) renewed annually, an EPC rated E or above, a valid EICR renewed every 5 years, functioning smoke alarms on every storey and a carbon monoxide alarm in any room with a solid-fuel appliance. You must also protect the tenant's deposit in a government-approved scheme and serve the prescribed information within 30 days.
How often does a landlord need a gas safety check?+
Every 12 months. A Gas Safe registered engineer must inspect all gas appliances, flues and pipework and issue a Landlord Gas Safety Record (CP12). Give the tenant a copy within 28 days and keep records for at least two years.
What is an EICR and how often is it required?+
An Electrical Installation Condition Report (EICR) checks fixed wiring and installations. It is required every 5 years in England (or on change of tenancy in Scotland). C1 and C2 codes must be remedied before the tenancy starts or as an emergency.
What is the minimum EPC rating for a rental property?+
EPC E or above since April 2020. The government plans to raise this to C for new tenancies from 2028. It is illegal to let a property below E without a registered exemption.
Does the Renters' Rights Act 2025 change compliance requirements?+
Yes. The Act introduces Assured Periodic Tenancies, abolishes Section 21, mandates a written statement of terms, bans rental bidding wars and blanket discrimination, and requires reasonable handling of pet requests. Phased-in elements include the PRS Database, Landlord Ombudsman, extended Decent Homes Standard and Awaab's Law for private rentals.
Do I need a licence to be a landlord?+
If you let an HMO you need an HMO licence. Many councils also run selective or additional licensing schemes for all private rentals in designated areas. Check your council's website. The PRS Database will add a national registration requirement in 2026–2027.
Last reviewed July 2026. This checklist is for informational purposes and does not constitute legal advice. Always check the latest government guidance for current regulations and commencement dates.