Add each rental property: postcode (for regional pricing), property type (flat, terraced, semi, detached), bedrooms, gas/oil/electric heating, boiler age, EPC rating, and whether it's in a Selective Licensing area.

The tool maintains a separate calendar for each property — common renewal dates can be aligned for efficiency.

For each property, record when the last CP12, EICR, EPC and selective licence were issued. The tool calculates the next-due dates and any overdue items.

If you don't have records, treat it as urgent — operating a let property without current CP12 is a criminal offence with £6,000 penalty per case.

The Calendar tab shows every required check across all properties, ordered by due date. Each entry shows: property, check type, due date, estimated cost (regional benchmark), and a colour-coded urgency (overdue / due-this-month / future).

Print or export to add to your landlord workflow. Many landlords use Trello, Notion, or property-management software (Arthur, Goodlord) to track from this baseline.

The Annual Spend tab aggregates costs by year and category, showing peaks and troughs. Year 1 is often the heaviest if multiple checks coincide; year 5 may be heaviest if EICRs cluster.

Forecast helps cash-flow planning and tax — compliance costs are tax-deductible against rental income, so timing matters for self-assessment.

For any overdue items the Penalty Risk panel shows the specific penalty: £6k for missing CP12, £30k for unlicensed letting, £30k MEES penalty for sub-E EPC. Total exposure across the portfolio is summed.

Most overdue items can be remediated within 7–14 days by booking emergency contractor visits — cost premium typically 20–40% but vastly cheaper than penalties.

Use the calendar to schedule contractor visits 4–8 weeks before each due date — peak demand around April (year-end) and September (back-to-school tenancy starts) means lead times stretch to 4 weeks.

Build relationships with one Gas Safe engineer, one NICEIC electrician, one DEA (EPC assessor) — repeat-customer discounts of 5–15% are standard, plus emergency call-out priority.

The Landlord Gas Safety Record (LGSR/CP12) covers: every gas appliance in the property (boiler, hob, oven, fire), pipework integrity, ventilation and flue performance. Engineer must be Gas Safe registered (not the older CORGI scheme) and must view ID before starting work — verify at gassaferegister.co.uk.

Common failures: blocked or partially-blocked flues (often pigeon nests in chimneys), inadequate ventilation post-double-glazing retrofit, defective seals on hob ignition. Failure rate around 8–10% nationally.

If a Code 1 (Immediately Dangerous) defect is found, the engineer must disconnect with tenant consent. ID2 (At Risk) requires same-day or 28-day remediation. Cost of follow-up repair averages £200–£600 — budget contingency.

The Electrical Installation Condition Report uses 4 codes:

• C1 — Danger present: must be remediated immediately (28-day deadline confirmed by The Electrical Safety Standards in the Private Rented Sector Regs 2020).
• C2 — Potentially dangerous: 28-day remediation deadline.
• C3 — Improvement recommended: not required to fix, but advised.
• FI — Further investigation required: must investigate within 28 days.

Cost of EICR: £150–£250 for a flat, £200–£350 for a 3-bed house, £350–£500 for HMO/larger properties. Remediation costs vary wildly — common findings are missing earth bonding (£80–£150), worn switches/sockets (£30–£60 each), and outdated consumer units (£300–£600).

Pre-1981 wiring (rubber-insulated, lead-sheathed) almost always fails — budget £2,500–£5,000 for full rewire.

Currently rentals must achieve EPC E or above (the Minimum Energy Efficiency Standard, MEES). The cost cap for landlord works is £3,500 inc VAT — beyond which an exemption can be registered.

The 2028 proposal (not yet enacted as of 2025/26) would tighten MEES to EPC C for all rentals. Estimated 60% of UK rentals are currently D or below. Typical works to move from E to C: external/internal wall insulation (£8k–£15k), heating system upgrade (£3k–£8k), windows (£3k–£10k).

Strategic landlords are doing pre-emptive C-grade works now while contractor capacity exists; waiting until 2027 will face premium pricing as deadline approaches. Some landlords are exiting the market, accelerating supply pressure on rents.

To serve a valid Section 21 (no-fault) eviction notice, landlords must have given the tenant: current EPC, current CP12, the government's "How to Rent" guide (current version), and proof of deposit registration with a TDS scheme.

Missing any of these — even by accident — invalidates Section 21. Tenant can defend successfully and you must restart with current paperwork. The Renters' Rights Bill (in legislative pipeline 2025/26) will abolish Section 21 entirely; most landlords are reading documentation requirements more strictly in anticipation.

For multi-property landlords, build a tenancy-start checklist: deposit registered (30 days), prescribed information served, EPC + CP12 + How to Rent given. Templates available from NRLA or RLA.

Houses in Multiple Occupation (HMO) — broadly, 3+ unrelated tenants sharing facilities — face additional regulation:

• Mandatory HMO licence: 5+ occupants from 2+ households. Cost £500–£1,500. Annual amenity standards inspections.
• Additional HMO licensing: many councils extend mandatory rules to 3-occupant HMOs. Check council site.
• Article 4 directions: some areas (Bath, Brighton, parts of Birmingham) restrict change of use to HMO without planning permission.

Amenity standards: minimum room sizes (6.51m² for child, 10.22m² for adult), kitchen ratios (1 sink per 5 people), bathroom ratios (1 toilet per 5 people). Annual fire risk assessment, often quarterly fire alarm tests.

Higher rental yields (typical HMO yield 8–12% vs 5–7% single-let) come with significantly more compliance overhead. The Annual Spend forecast for an HMO portfolio can be 3–5× a same-value single-let portfolio.