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There is no single best tool. Choose one that tracks what England requires: a gas check every 12 months, an electrical report at least every 5 years and a valid EPC, with reminders, as checked on 16 October 2026.
The law sets the checks and the paperwork. It does not tell you which tool to keep them in, so a calendar, an app or a letting agent can all do the job. The rules below were checked on GOV.UK, HSE and legislation.gov.uk on 16 October 2026.
Your landlord deadlines, handled
A compliance calendar for each property, with reminders before every certificate and your register deadline. Landlord Tax adds your Making Tax Digital figures and tax return, prepared for you to send.
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What you need to track
| Item | How often | Copies and records |
|---|---|---|
| Gas safety record | Each appliance and flue checked every 12 months by a Gas Safe registered engineer; a check up to 2 months early keeps the original date | A copy within 28 days of the check, and to a new tenant before they move in |
| Electrical safety report (EICR) | At least every 5 years, or by the next date the report sets; remedial work within 28 days, or sooner if the report says | A copy within 28 days of the inspection, and to a new tenant before they move in |
| EPC | Valid for 10 years; you cannot let below E unless a valid exemption is registered | Order it before you market the let, and show it to prospective tenants |
| Smoke and carbon monoxide alarms | A smoke alarm on each storey with living space and a CO alarm in any room with a fixed combustion appliance (not gas cookers); checked on the day each new tenancy begins; repaired or replaced once you are told and they are found faulty | Keep a record of when you tested them |
| Deposit | Protected in an approved scheme within 30 days of receiving it | The required information, within the same 30 days |
Keep each gas record until two further checks have been done. Two other items change what you track:
- How to Rent. GOV.UK withdrew the guide on 1 May 2026, because of the Renters' Rights Act changes. It is kept only for tenancies where a section 21 notice was served before that date, so it no longer belongs on a tracker for new lets.
- The landlord register. The Register your rental property service is due to open on 15 December 2026, region by region, with all active landlords registered by 14 November 2027. The regulations were still a draft on 16 October 2026, so it is not yet a legal duty. Government guidance says you will need your gas record and its date, your EICR and its expiry date, and your latest EPC.
What to look for in tracking software
- Dates per property. Each let has its own gas, EICR and EPC dates. A tool should hold them separately, not one date for the portfolio.
- Reminders with enough lead time. A reminder weeks ahead, not on the day, gives you time to book an engineer.
- The next date from the report. An EICR can set an earlier date than 5 years. The tracker should let you enter the date on the report.
- Document storage. Keep the certificate itself, not only the date, so you can send a copy to a tenant or the council quickly.
- Sharing. If an agent or co-owner handles part of the work, check whether they can see or upload documents.
- Price including VAT. Several list prices exclude VAT.
The options
A spreadsheet and a calendar. Free, and enough for one or two lets if you are disciplined. Nothing reminds you if you forget to add a date.
Landlord apps. These prices were checked on each provider's own pricing page on 15 October 2026. Most of these products also do rent tracking and Making Tax Digital (MTD) filing.
| Product | Compliance features its page lists | Price, as shown by the provider |
|---|---|---|
| August | Compliance task tracker, certificate reminders, document storage | Free plan for 2 tenancies; Growth £8.99 a month for 5 tenancies; VAT not stated |
| Landlord Vision | Compliance management with early warnings | Starter £7.99 a month plus VAT, billed yearly, 4 tenancies (discounted) |
| Hammock | Expiring document and certificate alerts | Basic £8 a month plus VAT, 1-3 properties |
| Landlord Studio | Compliance reminders, document storage | Priced by number of units; see its own pricing page |
A letting agent. Some agents book the checks as part of a managed service, so ask what is included. Ask for a copy of each certificate, so you keep your own record.
Our Landlord Compliance plan. It is £6 a month including VAT, and checkout opens soon. It keeps a compliance calendar for each property from the dates you give: gas safety, EICR, EPC, deposit protection and prescribed information, Right to Rent, smoke and CO alarms and your region's register deadline. It emails you before each date and gives you a private calendar feed. A free plan covers the register deadline checker and, if you ask, email reminders before your deadline.
Where another tool fits better: if you want rent tracking, bank feeds and MTD filing in the same app, the products above do more in one place. Our landlord service is built for one to four properties in England, so a larger portfolio may suit a tool priced per tenancy.
What this means for you
Pick by your own situation. With one let and a good habit, a calendar works. With several lets, or a co-owner or agent involved, a tool with per-property dates, documents and early reminders saves the scramble. Whatever you use, the duties and the dates stay yours.
Steps to set up your tracker
- List each property you let.
- For each, note the gas record date, the EICR's next inspection date and the EPC expiry and rating.
- Note each deposit's protection date and keep proof of the information you gave.
- Record the date you tested the alarms at the start of each tenancy.
- Set reminders at least a month before each renewal.
- Find your register deadline with the register deadline checker, and use the free MTD check to see whether quarterly updates start for you.
There are more guides in the landlord section.
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We’ll email you when Landlord Tax starts, with the founding-member price while it lasts. No payment is taken. Landlord Compliance is open now.
Questions people ask
Which certificates do I need to track for a rental in England?
At minimum: the gas safety record, renewed every 12 months; the electrical safety report (EICR), at least every 5 years or sooner if the report says so; and the EPC, valid for 10 years, rated E or above unless an exemption is registered.
Is a spreadsheet good enough?
It can be, for one or two lets, if you keep it up to date and set your own calendar reminders. The law asks you to do the checks and hand over the records, not to use any particular tool.
Do I still need to track the How to Rent guide?
Not for new tenancies. GOV.UK withdrew it on 1 May 2026 and keeps it only for tenancies where a section 21 notice was served before that date.
Do I need to track alarm tests?
Yes. Alarms must work on the day a new tenancy begins, and the GOV.UK booklet says it is the landlord's responsibility to keep a record of when alarms are tested.
Will the landlord register need my certificate dates?
Government guidance says you will need your gas safety record and its date, your EICR and its expiry date, and your most recent EPC. The service is due to open on 15 December 2026, but on 16 October 2026 Parliament had not approved the draft regulations.
Sources
- Gas safety check records and what to keep: landlords (HSE)
- The Gas Safety (Installation and Use) Regulations 1998, regulation 36 (legislation.gov.uk)
- Electrical safety standards in the private and social rented sectors: guidance (GOV.UK, 1 November 2025)
- Energy Performance Certificates for your home (GOV.UK)
- Domestic private rented property: minimum energy efficiency standard, landlord guidance (GOV.UK)
- Smoke and carbon monoxide alarms: Q&A booklet for the private rented sector (GOV.UK)
- Deposit protection schemes and landlords (GOV.UK)
- Housing Act 2004, section 213: requirements relating to tenancy deposits (legislation.gov.uk)
- How to rent: the checklist for renting in England (GOV.UK, withdrawn 1 May 2026)
- Stronger protections and greater confidence for renters (GOV.UK news, 9 September 2026)
- Get ready to register (GOV.UK Renting is changing hub)
- Private Rented Sector Database Regulations 2026: parliamentary progress (UK Parliament)
- August pricing for landlords (augustapp.com)
- Landlord Vision pricing (landlordvision.co.uk)
- Hammock pricing (usehammock.com)
- Landlord Studio UK pricing (landlordstudio.com)
This is general information to help you understand the rules. It isn't tailored to your circumstances, so check your own position before acting on it.
Righto Landlord is a trading name of NJG Consultancy Ltd, registered in England and Wales, company number 16095900. Registered office: Jubilee House, East Beach, Lytham St Annes, FY8 5FT.
What happens next
- Use the free Making Tax Digital checker to see your own start date and deadlines.
- See what Righto Landlord does for you, and join the waitlist.
- Questions about this page? Email hello@rightolandlord.co.uk.