UK Landlord Compliance Checklist 2026 (With Penalties & Deadlines)

Landlord compliance in 2026 is more demanding than ever. Between gas safety certificates, electrical inspections, deposit protection, Right to Rent checks, and the Renters' Rights Act 2025, the list of legal obligations is long and the penalties for getting things wrong are severe. Missing a single requirement can result in fines, criminal prosecution, or an inability to take possession of your property.

This checklist covers every major compliance requirement for private landlords in England, organised by when you need to act: before letting, at the start of the tenancy, during the tenancy, and at the end. Use it as a reference to make sure nothing falls through the gaps.

Before Letting the Property

These requirements must be in place before you market the property or allow any tenant to move in.

Gas Safety Certificate (CP12)

• Requirement: Annual gas safety check by a Gas Safe registered engineer
• Covers: All gas appliances, flues, and pipework in the property
• Deadline: Must be valid before the tenancy starts; renewed annually
• Penalty: Unlimited fine and/or criminal prosecution
• Record keeping: Keep records for at least 2 years
• Action: Book a Gas Safe engineer, obtain the certificate, and provide a copy to the tenant before they move in

If the property has no gas supply and no gas appliances, you do not need a gas safety certificate. However, if there is a capped gas supply, check with a Gas Safe engineer whether a certificate is still required.

Energy Performance Certificate (EPC)

• Requirement: Valid EPC with a minimum rating of E. A higher standard is proposed but is not law — see below
• Validity: 10 years from the date of issue
• Deadline: Must be obtained before marketing the property
• Penalty: Up to £5,000 per property for non-compliance
• Action: Commission an EPC from an accredited Domestic Energy Assessor. If the rating is F or G, make improvements or register an exemption before letting

The EPC rating must be included in all property advertisements, whether online or in print. For a detailed breakdown of the current and upcoming minimum rating requirements, see our EPC rating requirements guide.

EPC C is proposed, not enacted. The minimum standard you must meet today is still E. No statutory instrument raises it. The government's response to the consultation Improving the energy performance of privately rented homes, published on 21 January 2026, sets out an intention that "by 1 October 2030, all tenancies must meet the higher standard", that "landlords will be required to invest up to £10,000 per property to meet the standard", that a ten-year exemption will be available where the property still falls short after that spend, and that local authorities will be able to issue "a maximum penalty of £30,000 per breach for each property found non-compliant". None of that binds anyone yet: the same response states that the government "will seek new powers by Act of Parliament" to enable and enforce it, so an Act and then regulations are both still needed. Plan for it; do not treat it as a deadline you are already running against. Correct as at 1 September 2026.

Electrical Installation Condition Report (EICR)

• Requirement: Inspection and testing of the electrical installation by a qualified electrician
• Validity: 5 years (or sooner if the report specifies)
• Deadline: Must be valid before a new tenancy begins; required for all existing tenancies since April 2021
• Penalty: Up to £30,000 civil penalty
• Action: Hire a qualified electrician (registered with a competent person scheme such as NICEIC, NAPIT, or ELECSA) to inspect and test the fixed electrical installation. Where the report carries a C1 (danger present), C2 (potentially dangerous) or FI (further investigation required without delay) code, complete the remedial or further investigative work within 28 days, or any shorter period the report specifies, and obtain written confirmation from a qualified person that it has been done — regulation 3(4)–(5) of the Electrical Safety Standards in the Private Rented Sector (England) Regulations 2020. A C3 is an improvement recommendation and does not require work for the report to be satisfactory. FI is the code most often missed: it is not a warning, it triggers the same 28-day clock as C1 and C2. Provide a copy to the tenant within 28 days of the inspection, and to the local authority within 7 days if requested. For a detailed breakdown of what the inspection covers, validity periods, and penalties, see our complete EICR guide for landlords. If a tenant requests EV charger installation, the EICR should confirm the electrical supply can handle the additional load.

Smoke and Carbon Monoxide Alarms

• Requirement: Working smoke alarm on every floor; carbon monoxide alarm in any room with a fixed combustion appliance (excluding gas cookers)
• Deadline: Must be in place at the start of the tenancy
• Penalty: Up to £5,000 for non-compliance
• Action: Install alarms, test them, and check they are working on the first day of the tenancy. Best practice is to test at every property visit

Since October 2022, the carbon monoxide alarm requirement extends to all rooms with a fixed combustion appliance, not just those with solid fuel appliances. For full detail on alarm types, placement rules, and HMO requirements, see our smoke and CO alarm requirements guide.

Legionella Risk Assessment

• What to do: Assess the risk of Legionella bacteria in the property's water system before the start of the tenancy
• The recording duty is narrower than most guidance says: the obligation to record the significant findings of a risk assessment is regulation 3(6) of the Management of Health and Safety at Work Regulations 1999, and it applies only "where the employer employs five or more employees". A landlord with no employees is below that threshold and is not caught by it. Anyone telling you a written Legionella record is legally mandatory for a one-property landlord is describing an employer's duty
• Action: Assess the risk yourself for a simple domestic property (using HSE guidance) or hire a specialist. Common risk factors include water stored below 60 degrees Celsius, dead legs in pipework, and infrequently used outlets

For most standard residential properties the risk is low. Keep a dated written record anyway — not because a statute demands it at this scale, but because it is the only thing that shows the assessment happened.

HMO Licence (If Applicable)

• Requirement: A mandatory HMO licence if the property is occupied by 5 or more people from 2 or more households sharing facilities. Some local authorities also require additional licensing for smaller HMOs.
• Deadline: Before letting the property as an HMO
• Penalty: Unlimited fine and/or criminal prosecution; tenants can apply for a Rent Repayment Order (up to 12 months' rent)
• Action: Check with your local authority whether your property requires a licence. Apply before letting, and ensure you meet all licence conditions (room sizes, fire safety, amenities). Our HMO licence guide covers the full application process and ongoing conditions

Landlord Insurance

• Requirement: Not strictly a legal requirement, but essential in practice
• Covers: Building insurance is typically required by your mortgage lender. Landlord-specific policies also cover liability, rental income protection, and contents
• Action: Ensure you have appropriate landlord insurance (not a standard home insurance policy). Check that the policy covers letting to tenants, and notify your insurer of any tenancy changes

Mortgage and Leasehold Consent

• Requirement: If you have a mortgage, you need your lender's consent to let the property. If the property is leasehold, you may need the freeholder's permission
• Action: Contact your mortgage lender and, if applicable, your freeholder or managing agent before letting

At the Start of the Tenancy

These steps must be completed when a new tenant moves in or when a new tenancy agreement is signed.

Right to Rent Check

• Requirement: Verify that every adult (18+) who will live in the property has the right to rent in the UK
• Deadline: Before the tenant moves in
• Penalty: Up to £10,000 per tenant for a first offence; up to £20,000 per tenant and criminal prosecution for repeat offences
• Action: See original identity documents in person (or use the Home Office online checking service for eligible visa holders). Keep copies of all documents and a record of the date of the check. Set reminders for follow-up checks if the tenant has time-limited leave to remain. Our Right to Rent check guide walks through the full process, including which documents to accept and how to use the online service

Deposit Protection

• Requirement: Protect the tenant's deposit in a government-approved tenancy deposit scheme
• Deadline: Within 30 calendar days of receiving the deposit
• Penalty: 1-3 times the deposit amount in compensation to the tenant
• Action: Register the deposit with TDS, DPS, or MyDeposits (custodial or insured). Serve the prescribed information on the tenant within the same 30-day window. Our deposit protection guide covers which scheme to choose and how to serve prescribed information correctly

The deposit cap is five weeks' rent for tenancies where the annual rent is below £50,000.

Prescribed Information

• Requirement: Serve the tenant with prescribed information about the deposit protection, including scheme details, dispute resolution process, and circumstances for deductions
• Deadline: Within 30 days of receiving the deposit
• Penalty: Same as deposit non-protection (1-3 times deposit)
• Action: Use the scheme's standard prescribed information form. Serve it in writing and keep proof of service

Written Statement of Terms (Not the How to Rent Guide)

The How to Rent guide was withdrawn on 1 May 2026. GOV.UK now says of it: "This guide is not up to date." It is retained only for tenancies where a section 21 notice was served before that date. Serving it is no longer a compliance step, and it does not discharge anything.

What replaced it turns on two questions: when the tenancy began, and — if it was already running on 1 May 2026 — whether its terms were ever put in writing. There are three cases, and the wrong document does not satisfy the duty.

• Tenancy entered into on or after 1 May 2026 — give the tenant a written statement of terms under section 16D of the Housing Act 1988, inserted by section 12 of the Renters' Rights Act 2025. Section 16D(4) requires it before the tenancy is entered into — not on move-in day, not within a fortnight. The content is prescribed by the Schedule to the Renters' Rights (Written Statement of Terms and Information Sheet) Regulations 2026. Sections 16D(5)–(7) substitute a 28-day deadline in the succession, demoted-tenancy-new-landlord and becomes-assured cases only

• Tenancy that began before 1 May 2026, terms wholly or partly in writing — the RRA Information Sheet 2026, prescribed by regulation 3 of SI 2026/324, was due by 31 May 2026 under paragraph 7(2) of Schedule 6 to the Act

• Tenancy that began before 1 May 2026 and was wholly verbal — a written statement of terms was due, not the Information Sheet, by the same 31 May 2026 date. Paragraph 7(5) of Schedule 6 reads section 16D(4) as if the words "before the tenancy is entered into" were replaced by the one-month transitional deadline. Sending a verbal tenant the Information Sheet leaves the duty undischarged

• Penalty: a financial penalty of up to £7,000 — section 16I(6) of the Housing Act 1988. That is a statutory ceiling set by the local housing authority, not a fixed fine

• Action: Prepare the statement as part of the tenancy paperwork, not after it, and keep proof of when it was given. LetSorted's compliance card now tracks the document that actually applies to your tenancy rather than the withdrawn guide

Correct as at 1 September 2026.

Tenancy Agreement

• Requirement: For any tenancy entered into on or after 1 May 2026 a written statement of the prescribed terms is a legal requirement, not good practice — section 16D(4) of the Housing Act 1988, before the tenancy is entered into. The older framing that a tenancy "can exist without a written agreement, but you should have one anyway" describes the position before that date
• Penalty: up to £7,000 (section 16I(6))
• Action: Provide a clear, comprehensive written agreement that carries the prescribed terms and complies with current legislation. Under the Renters' Rights Act 2025, all new tenancies are periodic from day one (no fixed terms). Beyond the prescribed content, the agreement should cover rent amount and payment date, deposit details, repair obligations, notice periods, and tenant and landlord responsibilities

Gas Safety Certificate Copy

• Requirement: Provide the tenant with a copy of the current gas safety certificate
• Deadline: Before the tenant moves in (for new tenants)
• Action: Provide a copy in person, by email, or by post. Keep proof of delivery

EPC Copy

• Requirement: Provide the tenant with a copy of the EPC
• Deadline: At the start of the tenancy (free of charge)
• Action: Provide the certificate or a link to the online version on the EPC register

EICR Copy

• Requirement: Provide the tenant with a copy of the most recent EICR
• Deadline: Within 28 days of the inspection, or before the tenant moves in (whichever is later)
• Action: Provide a copy and keep proof of delivery

Meter Readings

• Requirement: Not a legal requirement, but critical for avoiding utility bill disputes
• Action: Take meter readings on the day the tenant moves in (gas, electricity, and water if metered). Photograph the meters with a timestamp. Both landlord and tenant should agree on the readings

Inventory and Check-In Report

• Requirement: Not legally required, but essential for deposit protection purposes
• Action: Conduct a thorough inventory and check-in inspection — avoiding the common check-in mistakes that cost landlords — documenting the condition of every room with detailed notes and photographs. Have the tenant review and sign the report. This is your primary evidence if there is a deposit dispute at the end of the tenancy, so it pays to know how to document property condition for court. LetSorted's move-in inspection reports capture photos, condition notes and tenant sign-off in a single timestamped record

Never miss a compliance deadline. LetSorted tracks your gas safety, EPC, and EICR expiry dates, sends you reminders before they lapse, and keeps all your documents in one place. Start managing your properties →

During the Tenancy

Ongoing obligations that apply throughout the duration of the tenancy.

Annual Gas Safety Renewal

• Requirement: Renew the gas safety certificate every 12 months — there is no grace period once it expires
• Action: Book the annual check at least 2 months before expiry (using the MOT-style flexibility). Serve a copy on the tenant within 28 days. Keep records for at least 2 years
• If you have already missed it: book immediately and accept the gap in the record. A gas safety certificate cannot be backdated — and see how long a gas safety certificate is valid for how the 12 months are counted when you renew early

Respond to Repairs

• Requirement: Keep the structure and exterior in repair and keep the installations for water, gas, electricity, sanitation and heating in working order — section 11 of the Landlord and Tenant Act 1985. Separately, the property must be fit for human habitation at the start of and throughout the tenancy under the Homes (Fitness for Human Habitation) Act 2018, and a local authority can assess damp, mould and other hazards under the HHSRS and serve an improvement or prohibition notice
• Timescale: there is no fixed statutory timescale for a private landlord. The section 11 duty bites once you are on notice of the defect, and requires repair within a reasonable time — what is reasonable is judged against the severity of the problem, not against a published number of days
• Awaab's Law does not apply to you yet, and the timescales you have seen are social-sector figures. The binding deadlines — 24 hours to make an emergency hazard safe, 10 working days to investigate a significant damp-and-mould hazard, 3 working days to give the tenant a written summary of the findings — come from the Hazards in Social Housing (Prescribed Requirements) (England) Regulations 2025, in force since 27 October 2025 and binding on registered providers of social housing only. Sections 60 and 61 of the Renters' Rights Act 2025 would extend the scheme to privately rented and licensed homes in England by rewriting section 10A of the Landlord and Tenant Act 1985 and inserting sections 10C and 10D — but legislation.gov.uk records both as "not in force at Royal Assent, see s. 145(1)(7)", and even once commenced the private-sector timescales would have to be set by further regulations that do not exist. See does Awaab's Law apply to private landlords? for the full position. Correct as at 1 September 2026.
• Action: Set up a clear system for tenants to report maintenance issues. Respond promptly, document everything, and keep a full audit trail of all communications and work carried out. The absence of a statutory clock is not a defence — a dated record of what you were told and what you did is what a court or a council looks at, and it is also what will be expected if the private-sector timescales are eventually set

Smoke and CO Alarm Checks

• Requirement: Ensure alarms are in working order at the start of the tenancy. Best practice is to check at every visit
• Action: Test alarms during routine property visits. Replace batteries or units as needed

Periodic Property Inspections

• Requirement: Not a specific legal requirement, but recommended every 3-6 months
• Action: Give the tenant at least 24 hours' notice in writing and enter only at a reasonable time of day. That is the covenant implied by section 11(6) of the Landlord and Tenant Act 1985: the lessor "may at reasonable times of the day and on giving 24 hours' notice in writing to the occupier, enter the premises … for the purpose of viewing their condition and state of repair". If you have seen 48 hours quoted as the English rule, it is not — nothing in the Renters' Rights Act 2025 replaced the 24-hour figure. Inspect the property for maintenance issues, compliance concerns, and general condition. Document findings with photographs and notes. LetSorted can schedule periodic inspections automatically and remind you when each one is due

Rent Increases

• Requirement: Under the Renters' Rights Act 2025, rent increases for periodic tenancies must be carried out using a Section 13 notice, giving the tenant at least two months' notice
• Action: Serve a Section 13 notice using the prescribed form. The rent increase must be to a market rate, and the tenant can challenge it at the First-tier Tribunal if they believe it is above market value
• Important: You cannot increase rent more than once in any 12-month period. Rent review clauses in the tenancy agreement that attempt to bypass Section 13 are not enforceable under the RRA 2025

EICR Renewal

• Requirement: Renew the EICR every 5 years (or sooner if specified in the report)
• Action: Set a reminder for renewal and provide a copy to the tenant within 28 days

Compliance Document Updates

• Requirement: Keep all compliance documents current and accessible
• Action: Track expiry dates for gas safety certificates, EPCs, EICRs, and any HMO licence conditions. Renew before they lapse — you can book compliance certificates through LetSorted's partner network

Address for Service (and Why It Stops Rent Falling Due)

• Requirement: By notice, furnish the tenant with an address in England or Wales at which notices — including notices in proceedings — may be served on you. Section 48 of the Landlord and Tenant Act 1987
• Consequence: This is not administration, and it is the item on this list most often filed under "nice to have". Where a landlord fails to comply, section 48(2) provides that any rent, service charge or administration charge otherwise due "shall … be treated for all purposes as not being due from the tenant to the landlord at any time before the landlord does comply". Rent that accrued while you were in breach is not lawfully due — which can hollow out a rent-arrears possession claim built on those months
• Action: Put a service address in the tenancy agreement or serve it as a separate written notice, and serve a fresh notice if it changes. Note that the section asks for an address in England or Wales. If you appoint a managing agent, tell the tenant the agent's details as well

At the End of the Tenancy

Steps to follow when a tenancy comes to an end, whether by tenant notice, landlord notice (on valid grounds under the RRA 2025), or mutual agreement.

Check-Out Inspection

• Requirement: Not legally required, but essential for deposit purposes
• Action: Conduct a thorough check-out inspection, ideally with the tenant present. Compare the property condition to the check-in inventory. Document everything with photographs and notes. Note any damage beyond fair wear and tear

Deposit Return

• Requirement: Return the deposit (or the agreed portion) to the tenant. This is a binding requirement, not a courtesy
• Deadline: Within 10 days of you and the tenant agreeing how much is coming back. GOV.UK states it flatly: "Your landlord must return your deposit within 10 days of you both agreeing how much you'll get back." Note that it is 10 days, not 10 working days, and the clock starts at agreement — not at check-out and not when you get round to it
• Action: Agree deductions with the tenant, supported by evidence (check-in vs check-out reports, photographs, invoices). Submit the release request to the scheme. If there is a dispute, use the scheme's free ADR service

Utility Notifications

• Requirement: Not a legal requirement, but important for avoiding liability
• Action: Take final meter readings on the last day of the tenancy. Notify utility providers, the council (for council tax), and the water company of the change of occupant. Photograph meters with timestamps

Return of Keys

• Action: Collect all keys from the tenant. Change locks if you prefer (recommended between tenancies for security)

Final Communication

• Action: Confirm the end of the tenancy in writing. Provide a forwarding address for any post. Confirm when the deposit will be returned and any agreed deductions

Ongoing Record Keeping

Good record keeping is your first line of defence against disputes, enforcement action, and insurance claims.

What to Keep and For How Long

The six-year retention period aligns with the Limitation Act 1980, which sets the time limit for most civil claims.

How to Store Records

• Digital storage is recommended — scan physical documents and store them securely in the cloud
• Organise by property and then by tenancy
• Back up regularly to avoid data loss
• Ensure GDPR compliance — tenant personal data must be stored securely and deleted when no longer needed for a lawful purpose. Most landlords who process tenant data electronically must also pay the annual ICO data protection fee — see our guide on whether landlords need to register with the ICO

Quick Reference: Key Deadlines

Common Compliance Mistakes

Mistakes Before Letting

• Forgetting to check the EPC rating before marketing
• Assuming a new build does not need a gas safety certificate
• Not checking whether an HMO licence is required
• Letting without a valid EICR

Mistakes at the Start

• Protecting the deposit but forgetting to serve prescribed information
• Still serving the How to Rent guide, which was withdrawn on 1 May 2026, instead of a written statement of terms
• Giving the written statement of terms after the tenancy has started — section 16D(4) requires it before
• Sending a verbal tenant the RRA Information Sheet, which does not discharge the duty
• Never giving the tenant a section 48 address for service, so the rent is not treated as due
• Not conducting a proper check-in inventory
• Completing the Right to Rent check after the tenant has moved in

Mistakes During the Tenancy

• Letting the gas safety certificate lapse
• Ignoring maintenance requests or responding too slowly
• Increasing rent without a valid Section 13 notice
• Not keeping records of property inspections

Mistakes at the End

• Not conducting a check-out inspection
• Making deposit deductions without evidence
• Failing to return the deposit promptly
• Not taking final meter readings

Frequently Asked Questions

What happens if my gas safety certificate expires?

Letting a property without a valid gas safety certificate is a criminal offence. You face an unlimited fine, a criminal record, and could be liable for any injuries caused by a gas appliance. You also cannot regain possession of the property on certain Section 8 grounds without valid safety certificates. Book your renewal at least two months before the expiry date to avoid any gap in cover.

How much is the fine for not having an EICR?

Local authorities can impose a civil penalty of up to £30,000 for failing to have a valid Electrical Installation Condition Report. Separately, where the report carries a C1 (danger present), C2 (potentially dangerous) or FI (further investigation required without delay) code, the remedial or further investigative work must be completed within 28 days, or any shorter period the report specifies, and you must obtain written confirmation that it was done. A C3 is an improvement recommendation and does not make the report unsatisfactory. The EICR must be renewed every five years at minimum.

Do I need an EPC if my tenant is staying?

You need a valid EPC whenever you let or market a property. If your existing tenant remains and no new tenancy is created, the current EPC must still be valid and meet the minimum E rating. You will need a new EPC before the existing one expires (every 10 years) or if you re-let the property. You can check your property's current EPC on the EPC register.

How long do I have to protect a deposit?

You must protect the deposit in a government-approved scheme and serve the prescribed information on the tenant within 30 calendar days of receiving the deposit. Failure to do so can result in the tenant being awarded compensation of 1–3 times the deposit amount by a court. The three approved schemes in England are TDS, DPS, and MyDeposits.

Can I increase rent without a Section 13 notice?

Under the Renters' Rights Act 2025, rent increases for periodic tenancies must be carried out using a Section 13 notice, giving the tenant at least two months' notice. Rent review clauses in the tenancy agreement that attempt to bypass Section 13 are not enforceable. You cannot increase rent more than once in any 12-month period, and the tenant can challenge the increase at the First-tier Tribunal.

What is Awaab's Law and does it apply to me?

Awaab's Law sets binding timescales for investigating and fixing damp, mould and other serious hazards. It is named after two-year-old Awaab Ishak, who died in 2020 after prolonged exposure to mould in social housing. It does not yet apply to private landlords.

The timescales are set by the Hazards in Social Housing (Prescribed Requirements) (England) Regulations 2025, in force from 27 October 2025, and they bind registered providers of social housing: 24 hours to make an emergency hazard safe, 10 working days to investigate a significant damp-and-mould hazard, and 3 working days after that to give the tenant a written summary of the findings. Sections 60 and 61 of the Renters' Rights Act 2025 would extend the scheme to privately rented and licensed homes in England, but legislation.gov.uk records both as "not in force at Royal Assent, see s. 145(1)(7)" — and the private-sector timescales would still need to be set by further regulations that have not been made.

So no Awaab's Law deadline binds you today. Damp and mould are still your legal responsibility under section 11 of the Landlord and Tenant Act 1985, the Homes (Fitness for Human Habitation) Act 2018 and the HHSRS — duties with no fixed clock, but real consequences. Correct as at 1 September 2026.

Conclusion

Compliance is not glamorous, but it is non-negotiable. Every requirement on this list exists for a reason, and the penalties for non-compliance range from significant fines to criminal prosecution. The good news is that staying compliant is not complicated once you have the right systems in place. By working through this checklist at each stage of the tenancy lifecycle and keeping thorough records, you protect your tenants, your property, and yourself.

LetSorted was built specifically to help self-managing landlords stay on top of compliance. It tracks your gas safety, EPC, and EICR expiry dates, sends you reminders before deadlines, manages deposit protection status, and provides a clear dashboard showing your compliance position across all your properties. If you are managing one to five properties and want to make compliance effortless, it is worth a look.

This guide is for information only and does not constitute legal advice.