Free · Excel & Google Sheets
Free Landlord Compliance Tracker Spreadsheet for UK Properties
A free spreadsheet for UK landlords and letting agents. The gas safety sheet works out the 2-month window, deadline and next clock date; the EICR sheet tracks the next inspection, 28-day remedial work and tenant copies; a third sheet covers EPC, alarms and licences. Every property appears on one colour-coded overview.
In the file
8 sheets · 961 KB · opens in Excel, Google Sheets and LibreOffice
- Start here
- Checks
- Gas safety
- EICR
- 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 two tracker sheets, 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 – Flat 1, 12 Sample Street | EPC | 31 Jan 2027 | 2 Nov 2026 | 125 | OK |
| Example – Flat 1, 12 Sample Street | Smoke & CO alarm check | 1 Sep 2026 | 25 Aug 2026 | -27 | Expired |
| Example – Flat 2, 12 Sample Street | EPC | 13 May 2029 | 12 Feb 2029 | 958 | 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 ≤90 days, 3 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 each property once per sheet
Gas safety and EICR take one row per property. Type each address the same way every time so the Properties overview can match it.
Type the dates from the documents
The last gas check date, the EICR inspection date and any next date the electrician wrote. The sheet calculates the window, deadlines and tenant-copy dates.
Follow the Action column weekly
BOOK NOW, booking warnings, tenant copies and remedial work all show in one place. The Dashboard lists the next 10 deadlines across every sheet.
What’s inside
- Start here
- How to use it in three steps, the colour key and what every column means.
- Checks
- Other property checks (one row per property per check). Filters, dropdowns, frozen header and status colours, with formulas filled down 500 rows.
- Gas safety
- Gas safety checks (one row per property). Filters, dropdowns, frozen header and status colours, with formulas filled down 500 rows.
- EICR
- Electrical safety (EICR), one row per property. 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 on both sheets. Columns marked required are the ones the import sheet needs.
Checks
| Column | What to enter | Type |
|---|---|---|
| Property | Address or a short name, spelled the same way on every sheet (the overview matches on it). | Input · required |
| Check / certificate | Pick from the list so the overview and guide links work. Gas safety and EICR have their own sheets, which do the date maths for you; use those instead of a row here. | 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 |
Gas safety
| Column | What to enter | Type |
|---|---|---|
| Property | Same spelling as on the other sheets. One row per property. | Input · required |
| Appliances / flues | What the check covers, e.g. "boiler, hob". Tenants’ own appliances are not part of the landlord check. | Input |
| Last check (clock date) | Date of the last gas safety check. If appliances were checked on different dates, use the earliest. After a new check, copy the "Next clock date" here. | Input · required |
| Window opens | Calculated: last check + 10 months. A check from this date up to the deadline keeps the original deadline (the 2-month rule). | Calculated |
| Deadline | Calculated: last check + 12 months - 1 day, the cautious reading of "not more than 12 months". | Calculated |
| Engineer booked for | Date of the booked visit. The Action column warns if it falls before the window or after the deadline. | Input |
| Check done on | Date on the new gas safety record, once the check has happened. | Input |
| Next clock date | Calculated. Inside the window: exactly 12 months after the last clock date. Earlier or later: the date of the check itself. | Calculated |
| Check deadline | Calculated. The deadline that applies now: the next one once a check is recorded. Shown on the Properties overview. | Calculated |
| Tenant copy due | Calculated: check date + 27, counting the check day as day 1 of the 28 days (cautious). New tenants need a copy before they move in. | Calculated |
| Tenant copy sent on | When existing tenants got their copy. Keep the email or delivery note. | Input |
| Next deadline | Calculated. The earliest open date on this row: the tenant copy if it is still to send, otherwise the check deadline. Days left and Status follow it. | Calculated |
| Lead time (days) | How many days before the check deadline you want to book the engineer. Leave blank for 30. We suggest 45-60, which lands inside the 2-month window. | Input |
| Book-by date | Calculated. Check deadline minus lead time. | Calculated |
| Days left | Calculated. Days until the next deadline; negative once it has passed. | Calculated |
| Status | Calculated from the next deadline. Expired, Due ≤30 days, Due ≤90 days or OK. | Calculated |
| Action | Calculated. What to do next: BOOK NOW from 90 days out, booking warnings, tenant copy, then roll the clock date on. | Calculated |
| Gas Safe engineer | Engineer or firm, with the Gas Safe registration number from the record. | Input |
| Record ref | Serial number on the gas safety record, if any. | Input |
| Priority | Low, Medium or High. Matches the ExpiryEdge priority field. | Input |
| Owner email | Who should be reminded. Becomes notification_email on import. | Input |
| Record link | Link to the gas safety record (CP12) PDF. | Input |
| Gas notes | Access attempts, defects, service visits, anything the next person needs. | Input |
EICR
| Column | What to enter | Type |
|---|---|---|
| Property | Same spelling as on the other sheets. One row per property. | Input · required |
| Nation | England, Wales or Scotland. The tenant copy and remedial deadlines differ: the sheet calculates England, and the Wales tenant copy. | Input |
| Inspection date | Date of the inspection and test, from the report. Every 28-day clock starts here, not when the PDF arrives. | Input · required |
| Next date on report | The next inspection date the electrician wrote on the report. Leave blank if none. | Input |
| Next EICR due | Calculated: the earlier of the report’s date and 5 years after the inspection. | Calculated |
| Result | Overall result on the report. Any C1 or C2 makes it unsatisfactory. | Input |
| C1, C2 or FI found? | Yes if the report lists any C1, C2 or FI item. C3 alone is No. | Input |
| Codes found | For example "C2 x2, FI x1". | Input |
| Earlier remedial date on report | Only if the report sets a shorter period than 28 days for the work. | Input |
| Remedial deadline | Calculated for England: inspection date + 27 (28 days counting the inspection day), or the report’s earlier date. Blank for Wales and Scotland: check the rules for that nation. | Calculated |
| Remedial work done on | Date the qualified person finished the work. | Input |
| Confirmation due | Calculated for England: written confirmation of the work to tenants and the council within 28 days of completion. | Calculated |
| Confirmation sent on | When tenants and the council got the written confirmation. | Input |
| Tenant copy due | Calculated: England inspection + 27 (28 days); Wales inspection + 13 (14 days starting with the inspection day). Scotland: before the tenancy starts. New tenants: before they move in. | Calculated |
| Tenant copy sent on | Date and method in Notes. Keep the email or delivery note. | Input |
| Next deadline | Calculated. The earliest open date on the row: remedial work, tenant copy, confirmation or the next EICR. Days left and Status follow it. | Calculated |
| Next deadline is for | Calculated. Which deadline the date belongs to. | Calculated |
| Lead time (days) | How many days before the next EICR is due you want to book the electrician. Leave blank for 30. We suggest 60-70 (8 to 10 weeks). | Input |
| Book-by date | Calculated. Next EICR due minus lead time. | Calculated |
| Days left | Calculated. Days until the next deadline; negative once it has passed. | Calculated |
| Status | Calculated from the next deadline. Expired, Due ≤30 days, Due ≤90 days or OK. | Calculated |
| Electrician | Who did the inspection, with their scheme or registration. | Input |
| Report ref | Report number. | Input |
| Priority | Low, Medium or High. Matches the ExpiryEdge priority field. | Input |
| Owner email | Who should be reminded. Becomes notification_email on import. | Input |
| Report link | Link to the EICR PDF. | Input |
| EICR notes | How copies were sent, access attempts, council requests (7 days in England). | 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
Under regulation 36A of the Gas Safety (Installation and Use) Regulations 1998, a check done in the 2 months ending with the deadline counts as done on the deadline date. The sheet shows the window (last check plus 10 months) and the deadline (plus 12 months, less a day), warns if a booking falls outside it, and moves the clock 12 months on after an in-window check.
The next inspection (5 years, or sooner if the report says), remedial work for C1, C2 and FI items within 28 days of the inspection, written confirmation of that work within 28 days of finishing it, and the tenant copy. These follow the Electrical Safety Standards in the Private Rented Sector (England) Regulations 2020. A "Next deadline" column shows whichever comes first.
It counts the inspection or check day as day 1 of the 28, which gives the earlier date. That is the cautious reading, so you are never relying on the last possible day. For Wales the tenant copy uses 13 days, from the 14-day rule in the Renting Homes (Fitness for Human Habitation) (Wales) Regulations 2022.
The gas safety sheet follows the 1998 Regulations, which HSE applies in England, Wales and Scotland. On the EICR sheet each row takes a nation: it calculates the England deadlines and the Wales tenant copy, and for anything else shows the next inspection and asks you to check that nation’s rules. Northern Ireland has its own rules, so check them first.
Each sheet has a "Tenant copy sent on" column. Until it is filled, the tenant-copy date drives the row’s status. Keep 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.