Free · Excel & Google Sheets
Free Landlord Compliance Tracker Spreadsheet for UK Properties
A free spreadsheet for UK landlords and letting agents: one row per property per check (gas safety, EICR, EPC, alarms, HMO licence and more), a book-by date for each, colour-coded status, a property-by-check overview grid, and a link from every check to our guide on how long it lasts.
In the file
6 sheets · 155 KB · opens in Excel, Google Sheets and LibreOffice
- Start here
- Checks
- Properties
- Dashboard
- Import to ExpiryEdge
- Lists
Prefer a plain list? The CSV (1 KB) has the same columns and example rows, without formulas or colours.
Preview
The tracker sheet, with example rows
This is the colour logic the spreadsheet uses. Move the date to see which rows turn amber or red next.
landlord-compliance-tracker-uk.xlsx
| Property | Check / certificate | Expiry / next due | Book-by date | Days left | Status |
|---|---|---|---|---|---|
| Example – 12 Sample Street | Gas safety record | 5 Oct 2026 | 5 Sep 2026 | 7 | Due ≤30 days |
| Example – 12 Sample Street | EICR (electrical) | 17 Nov 2026 | 18 Sep 2026 | 50 | Due ≤90 days |
| Example – 12 Sample Street | EPC | 31 Jan 2027 | 2 Nov 2026 | 125 | OK |
| Example – 12 Sample Street | Smoke & CO alarm check | 1 Sep 2026 | 25 Aug 2026 | -27 | Expired |
| Example – Flat 2, 4 Example Road | Gas safety record | 9 Mar 2027 | 7 Feb 2027 | 162 | OK |
| Example – Flat 2, 4 Example Road | EICR (electrical) | 19 May 2029 | 20 Mar 2029 | 964 | OK |
| Example – 7 Placeholder Lane (HMO) | HMO licence | 9 Jan 2027 | 11 Sep 2026 | 103 | OK |
| Example – 7 Placeholder Lane (HMO) | Fire risk assessment | 1 Dec 2026 | 17 Oct 2026 | 64 | Due ≤90 days |
1 expired, 1 due ≤30 days, 2 due ≤90 days, 4 OK. The example dates are fixed, so as real time passes more of them turn amber and red: that is the formula working.
How to use it in 3 steps
Add your properties
Type each address the same way every time, then add one row per check that applies to it.
Copy the date from the certificate
Use the next-due or expiry date written on the certificate or report. Some reports set an earlier date than the usual maximum, and the document is what counts.
Book before the book-by date
Set a lead time that leaves room to arrange access with tenants. The Properties sheet shows every property and check on one screen.
What’s inside
- Start here
- How to use it in three steps, the colour key and what every column means.
- Checks
- Property compliance checks (one row per property per check). Filters, dropdowns, frozen header and status colours, with formulas filled down 500 rows.
- Properties
- Property overview: next due date per property and check, colour-coded.
- Dashboard
- Counts by status and the next 10 dates, as of today.
- Import to ExpiryEdge
- The same rows in the ExpiryEdge bulk-import columns, filled by formula.
- Lists
- The options behind every dropdown. Add your own.
Open it in Google Sheets
There is no shared Google copy to request access to. You import the same file, so you own your copy from the start.
Download the .xlsx
Use the button above. It saves straight to your computer.
Import it into a blank Google Sheet
Open Google Sheets, create a blank spreadsheet, then choose File › Import › Upload and pick the file. Select "Replace spreadsheet".
Check the dates
Formulas, dropdowns and status colours carry over. If your Google account uses a different locale, dates show in that format, which is fine: they are real dates underneath.
Columns explained
Type in the input columns. Calculated columns fill themselves. Columns marked required are the ones the import sheet needs.
| Column | What to enter | Type |
|---|---|---|
| Property | Address or a short name, spelled the same way on every row (the overview matches on it). | Input · required |
| Check / certificate | Pick from the list so the overview and guide links work. | Input · required |
| Last done / issued | Date of the inspection or certificate. | Input |
| Expiry / next due | The next-due or expiry date written on the certificate itself. Some reports set an earlier date than the usual maximum, so copy it from the document. | Input · required |
| Lead time (days) | How many days before the date you want to start acting. Leave blank for 30. | Input |
| Book-by date | Calculated. Next due minus lead time: book the contractor before this. | Calculated |
| Days left | Calculated. Days until the date; negative once it has passed. | Calculated |
| Status | Calculated. Expired, Due ≤30 days, Due ≤90 days or OK. | Calculated |
| Contractor / inspector | Who did it, with their registration number if relevant. | Input |
| Certificate ref | Serial or report number. | Input |
| Copy to tenant on | When the tenant received a copy, if one is required. Keep the evidence. | Input |
| Priority | Low, Medium or High. Matches the ExpiryEdge priority field. | Input |
| Owner email | Who should be reminded. Becomes notification_email on import. | Input |
| Certificate link | Link to the certificate PDF. | Input |
| Validity guide | Calculated. Link to our free guide for that check, with official sources. | Calculated |
| Notes | Anything the next person needs to know. | Input |
How long does each check last?
The spreadsheet takes the date from your certificate. For the rules behind it, each guide cites the official source. The same links sit in the "Validity guide" column of the file.
When a spreadsheet stops being enough
For a handful of dates and one careful owner, this template is all you need. These are the signs it has become the wrong tool.
Sign 1
More than one person owns the dates
When several people add rows, dates get typed as text, copies drift apart and nobody is sure which file is current.
Sign 2
Reminders depend on someone opening the file
The status turns red whether or not anyone is looking. If the person who checks it is on leave, the date passes quietly.
Sign 3
You need to prove what happened
An audit, insurer or inspector may ask who was told, when, and where the certificate is. A spreadsheet does not keep that history.
When you would rather not remember
What this looks like when it runs itself
The same row, tracked for you: an owner, reminders at 90, 60, 30 and 7 days by email, SMS, WhatsApp, Slack or Teams, the document on file and a log of who did what. The "Import to ExpiryEdge" sheet in this template is already laid out for Bulk Import, so moving across is one upload.
Try it with your own dates, free for 14 days, no cardExpiryEdge · Tracked item
Gas safety record · 12 Sample Street
ValidOwner
Lettings manager
Expires
5 Oct 2027
Reminders before expiry
90d
60d
30d
7d
Due
Landlord compliance tracker (UK): questions, answered
The list includes gas safety, EICR, EPC, smoke and CO alarm checks, HMO and selective licences, legionella and fire risk assessments, PAT testing and landlord insurance. Which apply depends on the property, the nation it is in and the tenancy. Each check links to our validity guide, which cites the official rules.
Because the date on the document is what counts. An EICR, for example, can set an earlier next inspection date than the usual maximum. Copying the date from the certificate avoids a formula quietly giving you the wrong one.
The spreadsheet works anywhere: you type the dates. The rules behind them differ between the four nations, so check the guide for your nation before relying on a date.
Use the "Copy to tenant on" column and keep the evidence (the email or signed receipt) with the certificate link.
Yes. Open a blank Google Sheet, choose File › Import › Upload, pick the .xlsx and select "Replace spreadsheet". The formulas use only functions that Google Sheets, Excel and LibreOffice all support (no FILTER, SORT or XLOOKUP), so the status colours, dropdowns and dashboard carry over. The Excel table styling becomes a plain range with filters.
It is the same rows laid out in the ExpiryEdge bulk-import columns (name, expiry_date, type and so on), filled in by formula. You can ignore it. If you ever move the list into ExpiryEdge, upload the file in Bulk Import and pick that sheet, or save the sheet as CSV. Nothing is sent anywhere by the file itself.
A free template, not legal advice. It tracks the dates you enter; it does not decide which rules apply to you. Check requirements against the official source for your situation.