Renewing certificates and staying compliant during a tenancy

Compliance certificates do not expire only at the start of a tenancy — they need to be tracked and renewed throughout. Missing a renewal date can invalidate your Section 21 notice (while it remains relevant), trigger council enforcement, or constitute a criminal offence. This guide explains what to track and how to stay on top of it. Reviewed March 2026.

What the rule is

Four main compliance obligations require periodic renewal during an ongoing tenancy.

Gas Safety Record (GSR / CP12) Under the Gas Safety (Installation and Use) Regulations 1998, every rental property with a gas supply must have a gas safety check carried out annually by a Gas Safe registered engineer. The record must be given to the tenant within 28 days of each check, and kept for at least two years. The maximum penalty for non-compliance is six months’ imprisonment and/or an unlimited fine.

Electrical Installation Condition Report (EICR) Under the Electrical Safety Standards in the Private Rented Sector (England) Regulations 2020, all rental properties must have an EICR carried out by a qualified electrician at least every five years. A copy must be given to the tenant within 28 days of the report being obtained (or within 28 days of a new tenant moving in). If the report identifies a “code C1” or “C2” fault, remedial works must be completed and a written confirmation provided to the tenant within 28 days.

Energy Performance Certificate (EPC) EPCs are valid for 10 years. You must ensure the property has a valid EPC for the duration of the tenancy. Under the Minimum Energy Efficiency Standards (MEES), the property must have an EPC rating of at least E (with certain exemptions) to be lawfully let. The government has consulted on raising this to a minimum of C by 2030.

Smoke and Carbon Monoxide Alarms Under the Smoke and Carbon Monoxide Alarm (England) Regulations 2022 (which updated the 2015 Regulations), landlords must:

• Install at least one smoke alarm on every storey of the property used as living accommodation
• Install a CO alarm in every room containing a fixed combustion appliance (excluding gas cookers) — this includes gas boilers, log burners, and oil boilers
• Ensure all alarms are in working order at the start of each new tenancy
• Replace or repair faulty alarms as soon as practicable after being notified

There is no fixed renewal date for alarms, but you should test them at the start of every tenancy and replace batteries or units as needed.

When it applies

These obligations apply continuously throughout the tenancy. The gas safety check must be carried out every 12 months from the date of the last check. The EICR must be renewed no later than five years from the date of the most recent satisfactory report. The EPC must remain valid throughout the duration of the tenancy.

What landlords must do

• Diarise all renewal dates at the start of each tenancy. When you onboard a new property or tenant, note the expiry dates for the GSR, EICR, and EPC in your management system.
• Book gas safety checks in advance. Do not wait until the day the certificate expires. Book at least four weeks ahead to allow for engineer availability.
• Serve renewal certificates to the tenant. Providing a new GSR or EICR to the tenant is not optional — it is a statutory requirement. Send by email and keep a delivery confirmation.
• Act on EICR remedial requirements. A C1 or C2 fault identified on an EICR must be remedied within 28 days. Failure to do so is an offence and can lead to a civil penalty of up to £30,000.
• Keep all original certificates. Store certificates in a way that you can retrieve them immediately if needed — for a council inspection, a dispute, or to serve on a new tenant.

What evidence to keep

• The original signed Gas Safety Record for the current year and the two preceding years
• The current EICR and any remedial works completion evidence
• A valid EPC for the property
• Evidence of service to the tenant — email delivery confirmation or signed receipt
• Smoke and CO alarm test records at the start of each tenancy
• Replacement receipts for alarms

Common mistakes

Letting the gas certificate lapse. Even one day without a valid certificate is a criminal offence. Set a reminder at least 28 days before the expiry date.

Not serving the new certificate on the existing tenant. Many landlords serve the certificate at the start of the tenancy and then forget to serve renewals. Failure to serve each annual renewal on existing tenants is a breach of the regulations.

Assuming the EPC lasts forever. A 10-year EPC can expire mid-tenancy for long-term lets. Check the expiry date — it is shown on the certificate.

Not acting on EICR C-codes. C1 (danger present) and C2 (potentially dangerous) fault codes require remediation within 28 days. Ignoring them is both dangerous and a civil offence.

Forgetting CO alarms for gas boilers. The 2022 Regulations require CO alarms in rooms with any fixed combustion appliance — including gas boilers, not just solid fuel appliances. This is a common oversight.

FAQ

Q: Can I carry out the gas safety check on the same day as the current certificate expires? A: Technically yes, but this carries risk. If the engineer cannot attend on that exact day, you will be in breach. Book early and carry out the check at least a few weeks before the existing certificate expires.

Q: Do I need to serve the EICR on the tenant every five years or only at the start? A: You must provide a copy to existing tenants within 28 days of obtaining each new report. You must also provide a copy to new tenants before or on the day they move in.

Q: What if the tenant refuses access for the gas safety check? A: You must document every reasonable attempt to gain access and carry out the check. Courts and the Health and Safety Executive (HSE) recognise that landlords cannot force access. Write to the tenant setting out the legal requirement, the date of the proposed check, and the consequences of refusal. Keep all correspondence.

Q: How do I track renewal dates across multiple properties? A: TenancyVault’s compliance tracker lets you set certificate expiry dates for each property and sends you automated reminders ahead of each renewal. This is significantly more reliable than spreadsheets or diary reminders.

Q: Is there a landlord exemption from the MEES EPC E requirement? A: Yes, where the landlord can demonstrate that complying would cost more than £3,500 and no reasonable improvement can bring the property to E. The exemption must be registered on the PRS Exemptions Register. It does not remove the obligation to have a valid EPC.