What Certificates do Landlords in London Need to Keep?
Kevin Gold updated on 23rd June 2026
Do you have all the right paperwork on file? Selecting an ideally situated rental property in Marylebone, Baker Street apartment or a place in leafy Primrose Hill is just the beginning. As a landlord, there are several vital pieces of information you are legally required to provide to your tenants.
What is a landlord certificate defined as when it comes to gas or electrical safety, and exactly what certificates do landlords need to keep? In this article, we will take a look at the various certificates and paperwork you need to have to hand – aside from the obvious mortgage agreement. (if you are landlords in the UK who let your property as holiday let, here is a helpful, free holiday let agreement)
Energy Performance Certificate (EPC)
Landlords need an Energy Performance Certificate (EPC) so prospective tenants can determine and compare the relative financial running costs of renting your property. You may already have one – EPC certificates remain valid for 10 years.
The EPC inspection can only be carried out by an accredited assessor. Your property’s Energy Performance Certificate will indicate your property’s energy efficiency rating between A and G – A is the most efficient, G is the least. You should provide your property’s EPC certificate to existing, new and prospective tenants. Landlords of privately rented properties in England and Wales must achieve at least an EPC rating of E to let their properties. For more information read our blog on how to improve your energy efficiency rating.
In addition, you could face a maximum fine of £5000 for not supplying an EPC when required and renting out your property anyway – see the government guidelines for the specifics.
Electrical Safety Certificate
As of 1st June 2020, you need a valid Electrical Installation Condition Report (EICR), also called a landlord’s electrical safety certificate – it must be obtained before tenants occupy the property, and it lasts for five years. During an electrical installation inspection, electrical installations such as the wiring, plug sockets, lighting, fuse box, and fixed components like electric showers and extractors, will be inspected and tested by a qualified electrician before they give you the landlord electrical certificate.
Electrical safety certificates itemise each installation and its condition, and any remedial work must be completed within 28 days. Landlords should request written confirmation of its completion from the electrician, and provide a copy to tenants within 28 days of the works. Landlords are required to provide an electrical certificate to tenants within 28 days of the inspection date, or before a new tenancy begins.
The regulations don’t cover portable electric appliances. However, it is good practice for landlords who provide any electrical appliances such as cookers, fridges or televisions to arrange portable appliance testing (PAT).
The NRLA warns that landlords could face a financial penalty of up to £30,000 if they breach their electrical safety duty. And from the 1st November 2025, the maximum penalty for breaching this duty will rise to £40,000.
Landlords need a HETAS certificate from a qualified engineer if you have fitted any functional solid fuel burning appliances such as wood burning stoves, log burners or working fireplaces in your rental property since 2011. You should also fit smoke detectors on each level, have the chimney swept annually and provide instructions for safe operation. Westminster and Camden are Smoke Control Areas, so you must check local restrictions as burning unauthorised fuel is illegal.
Landlord insurance documentation
Always keep your landlord insurance documentation in case problems arise with the tenancy or property. Keeping the policy documents for your buildings, contents, emergency or rent guarantee insurance on hand will help you to act quickly when it counts.
Any gas appliances and flues in your property must be safety checked annually by a qualified Gas Safe-registered engineer. You can now carry out gas safety inspections any time between 10 and 12 months after the previous check, while maintaining the same expiry date. If the checks are performed outside of this time, the new deadline date will be 12 months from the date of the latest check.
You must provide your existing tenants with a record of the safety check within 28 days of its completion. New tenants should receive this at the start of their tenancy. You must retain copies of the record for at least two years, and if you have taken advantage of the flexible time frame, you must retain the record of any checks until two further checks have been carried out.
Under the The Gas Safety (Installation and Use) Regulations 1998, landlords can be fined up to £6000 for breaching their gas safety responsibilities and even face a jail sentence – recognising the fact that neglect in this area puts tenants at significant risk.
Legionella risk assessment
The Legionella bacteria found in water can cause a severe type of pneumonia called Legionnaires disease. Legionella bacteria sometimes exist in water systems and storage tanks in residential properties, especially where water is stored at temperatures of 20-45 degrees C. Landlords must check the risk of Legionella exposure in your rental property by carrying out a simple risk assessment.
You can consider the risks from domestic hot and cold water systems low if:
There is daily water usage, this is inevitable if your property is occupied
The cold water comes directly from the mains (not stored water tanks)
The hot water is fed from instantaneous heaters (e.g. combi boilers or electric showers) OR low volume water heaters where the water is stored above 50°C
The hot water is fed from instantaneous heaters (e.g. combi boilers or electric showers) OR low volume water heaters where the water is stored above 50°C
If you conduct the risk assessment yourself, you should create or download a template that you can complete and provide a copy to your tenants. Alternatively, you can hire a Legionella risk assessment company.
Fire safety risk assessment
Under the Smoke and Carbon Monoxide Alarm (England) Regulations 2015 (and 2022 update), landlords must install a carbon monoxide alarm in every room with any fixed combustion appliance (except for a gas cooker), and at least one smoke alarm on each floor.
It’s essential that the landlord checks that the smoke and CO alarms are in working order at the beginning of the tenancy, and that an fire escape routes are accessible. Landlords are also responsible for repairing or replacing faulty smoke and carbon monoxide alarms once notified by tenants. Document everything, as new fire safety laws introduced on 1st October 2023 make it a legal requirement to keep a written record of your fire risk assessment and fire safety measures.
Houses in Multiple Occupation (HMOs) have enhanced fire safety rules. The Regulatory Reform Order 2005 says that the responsible person for multi-occupied residential buildings must carry out a fire risk assessment covering all communal areas and procedures to protect your tenants in case of fire. Landlords or multi-occupied properties can carry out this fire risk assessment themselves or hire a third-party Fire Risk Assessor.
Deposit Protection Paperwork
Landlords are legally obliged to put their tenants’ deposit in a government-approved tenancy deposit protection (TDP) scheme.
Do it within 30 days, and issue your tenant with the Prescribed Information, as follows:
Landlord’s contact details, name and address
Tenant’s contact details, name and address
Details of third parties who paid into the deposit
Letting agent’s name and contact details
Rental property address
Contact details, name and address of the tenancy deposit scheme
Instructions on how to reclaim the deposit or raise a dispute
Deposit amount
The provider or your tenancy deposit protection scheme should be able to supply you with a downloadable Prescribed Information form.
Landlords with a rental property in England or Wales can choose any of these TDP schemes:
At the beginning of the tenancy, landlords must provide a copy of How to rent: a checklist for renting in England to their tenants. This government guide can be supplied in PDF format by email, or given as a printed hard copy. It is a good idea to obtain proof of receipt.
This is a guide for tenants and landlords which outlines their rights and responsibilities during the tenancy. It includes detailed information and checklists covering all aspects of renting a home, such as:
things to be aware of before you start renting
expectations of living in rented accommodation
actions to take if something goes wrong in a rented home
procedures for the end of the tenancy
If the landlord fails to supply the tenant with the ‘How To Rent’ guide in the appropriate timeframe, they will not be able to use a Section 21 eviction notice, should they wish to do so later in the tenancy.
Landlord licencing certificates
It’s essential for landlords to check the selective licensing rules operating in their area (if there are any). Equally, landlords will need to pay attention to HMO specific rules, including mandatory licensing and additional licensing. You can check your local council website to see what rules are in place – if any. If the council has rules in place, you will need to get a license for your properties and follow any of the conditions attached to it, for example, appliance condition, room sizes and fire safety rules.
If required, you will have to pay for a licence and keep hold of it. There are additional licensing schemes active in Kensington & Chelsea and Westminster, for example.
It’s extremely important to have the correct property licence, as you could face up to £30,000 in civil penalties from the local council, be served a rent repayment order, or even be banned from letting property.
Going above and beyond
Before and during any tenancy, it is imperative that you ensure your property is safe for your tenant to occupy. There are areas of health and safety you are responsible for which aren’t covered by a requirement for certificates of testing. It is essential that you retain evidence that any checks have been carried out to protect yourself and to reassure your tenant. Consider the checks and testing required by law to be the minimum that you should undertake. Maintaining the highest standards of safety will take care of your tenant and protect your property.
To read more about the responsibilities of landlords on the gov.uk website.
Frequently asked questions;
Landlords often ask these questions, so here are your quick reference answers.
How much is a landlord gas safety certificate? – While the UK average cost of a gas safety certificate is around £60-£90 – this figure can be significantly higher in central London, often around £120. How much you pay for the certificate depends on the number of gas appliances in the property.
Are landlords required to provide an electrical certificate? – Yes, landlords must provide an Electrical Installation Condition Report (EICR) to new tenants within 28 days, and every 5 years after that.
Do I need a landlord’s electrical certificate? – It’s a legal requirement for landlords to get an electrical certificate issued by a qualified electrician who has inspected the property.
How long does a landlord electrical certificate last? – A landlord EICR lasts for 5 years. You won’t need a new one when a new tenancy begins, unless the 5 year period has expired.
Does a landlord need a fire safety certificate? – Landlords need an installation certificate for any wood burning stoves installed since 2011. There isn’t a designated ‘fire safety certificate’ but you must keep records to prove you are following fire safety rules, for example, a fire safety risk assessment log.
Find out more
If you are new to letting out a property or are looking to move to a new letting agent in the Central London areas, such as Marylebone, Regents Park,St. Johns Wood & Maida Vale contact us today. We’d be happy to run through your legal obligations regarding landlord paperwork and certificates or other landlord issues, including incoming requirements regarding the PRS database.
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Kevin Gold
Kubie Gold Associates are an independent local firm of estate agents specialising in the Rental, Sale and Property Management of Residential Property in the North-West and Central London market
