Landlord CompanionPractical guides · Landlord Companion
How to keep track of landlord certificates
By Kardos Blue Limited · Updated 3 October 2026 · For landlords managing 1–10 properties
Keep the certificate file, the property it belongs to, its recorded dates and any outstanding work together. Repeat that check for every property—even when one property’s overview looks up to date.
Build a property-by-property register
Start with one property. Gather the gas safety record, electrical report, EPC and any other evidence relevant to that property. Which records and actions are required depends on the nation, property and tenancy. This is an organisational method, not an exhaustive legal checklist.
For each document, record its type, the property address, the inspection or issue date, the next action and where the full file is stored. If you cannot establish a date, flag it for review instead of inventing one.
Read dates from the evidence
Check the full report rather than relying on a filename or an email subject. Issue dates, inspection dates and next-inspection dates can be different. For example, England’s electrical safety guidance explains that the inspection report sets the next inspection and testing date. Do not assume every report permits the same interval.
Keep follow-up work visible
A document can have a future date and still identify work requiring attention. Read its findings and keep remedial records or other supporting evidence alongside it. Where a copy must be supplied to someone, keep appropriate evidence of that separate action.
For gas-related responsibilities, consult HSE’s landlord gas safety guidance. Use the relevant official national and local guidance for your circumstances rather than treating a date shown in an app as confirmation of compliance.
Replace a certificate carefully
Open the new file and confirm the address and document type. Update the current record and check each date against the new evidence. Identify the older record clearly so it cannot be confused with the replacement; retain or remove historical evidence according to your record-retention needs and obligations.
Check every property
Imagine you manage Flat 2, Example House and 14 Sample Road. After updating the flat, open Sample Road separately and check its certificate records and attachments. A PDF attached to a property is useful evidence, but also check that the intended certificate record and dates have been entered.
Use reminders as a prompt to review
Set reminders early enough to arrange the next action. Check device notification permissions and keep a separate review routine: a reminder is only useful if its underlying date is correct and you see it. After importing or restoring records, check a sample from each property, including attachments and dates.
Certificate record check
Use this as a working checklist. Print this page or save it as a PDF from your browser’s print menu. No email address required.
- The full document opens and belongs to the correct property.
- Document type and inspection or issue date match the evidence.
- Next-inspection or action date has been checked, not guessed.
- Findings, remedial work and any sharing actions have been reviewed.
- Replaced records are clearly distinguished from the current record.
- Each property has been checked separately and updates backed up.
See the app in action
The demo shows editing and saving an EICR record’s dates, then returning to the overview. It does not demonstrate certificate import. Fictional demonstration records; silent video, edited for length.
In Landlord Companion, review the certificate record for the relevant property, check its attached evidence and correct any details entered incorrectly. The app’s date-based status is an organisational aid, not a guarantee of legal compliance.