What it’s for
- Track the issue date and expiry date of every key certificate across your property portfolio
- Get a single-page view of compliance status: current, due soon, or overdue
- Identify properties approaching certificate renewal dates before they lapse
- Use as a paper backup for landlords managing several properties
- Works as a spreadsheet alternative for landlords who prefer a simple form
How to use this in TenancyVault
TenancyVault automates what this tracker does manually:
- Add each property to your vault and upload the relevant certificates
- TenancyVault calculates expiry dates and sets automatic reminders at 60, 30, and 7 days
- Dashboard view shows all properties and their compliance status at a glance
- No manual tracking needed — the vault updates automatically when you upload a new certificate
FAQ
What certificates should I track per property?
At a minimum, track: Gas Safety Certificate (annual), EICR (every 5 years), EPC (every 10 years or when re-let), and any HMO licence (typically 5 years). Also consider tracking Right to Rent checks and deposit protection dates per tenancy.
How do I know when a certificate is about to expire?
This tracker uses a manual date entry system — you fill it in and check it periodically. TenancyVault automates this with email reminders so you never need to remember to check.
Is an EPC required for every tenancy?
An EPC is required when a property is let to a new tenant. It must be rated E or above (under current MEES requirements). The EPC is valid for 10 years, but you must have one when advertising the property and serve it to tenants.
What happens if a certificate expires?
If your gas safety certificate expires, you are in breach of the Gas Safety (Installation and Use) Regulations and your tenancy is at risk. You cannot legally let a property with an unsatisfactory EICR. An EPC that expires does not affect the tenancy but you need a valid one when re-letting.
Can I use this tracker for multiple properties?
Yes — the tracker has rows for multiple properties. However, as your portfolio grows, a dedicated tool like TenancyVault will save significant time compared to managing spreadsheets manually.