Master UK Landlord Compliance Tracker

A gas safety record that ran out last week, an EICR copy the tenant never got, and a new government Information Sheet you are not sure you gave. This tracker keeps every certificate and check for every property in one place, and tells you what is valid, due soon, expired or missing.

Made for UK landlords, portfolio and HMO landlords and small letting agents. Add your properties once, log each certificate when it is done, and the tracker works out the expiry dates, tenant copy deadlines, Renters' Rights Act and PRS Database checks, and what needs your attention.

▶ Easy Start Here guide included – video tutorial coming to our YouTube channel

Works in Microsoft Excel and Google Sheets, with no macros.

What it does for you

• Certificate Log: expiry date, days left and a status for every record (Valid, Due soon, Expired, Done or Superseded), with Check messages for text in date columns or names not on your lists
• Tenant copies: for gas, EICR and deposit records, the date a copy is due (28 or 30 days, or the tenancy start) and whether it was given on time
• Compliance Matrix: every property against 12 requirements, with MISSING items and an overall status per property
• 12 requirements pre-set: gas safety (CP12), EICR, EPC, smoke and CO alarms, deposit protection, Right to Rent, Legionella, PAT, HMO licence, fire risk assessment, selective licence and insurance. Rename them and change the months
• Smart rules: gas items only for properties with gas, PAT for furnished lets, HMO items for HMOs and licences for licensed properties
• Tenancy Checks (England): Renters' Rights Act Information Sheet or written terms, EPC rating (E now, C by 1 October 2030) and your PRS Database regional deadline
• Dashboard: compliance score, a "What needs your attention" list, a 12-month renewals and cost forecast, and 4 charts
• Due List: the 40 most urgent items, expired first
• Property Pack: one printable page per property with every certificate, tenant copy and tenancy check, plus a sign-off box
• Up to 50 properties and 1,000 certificate records

How it works (3 steps)

1. Set up once: your settings and properties (about 10 minutes)
2. Log as you go: one row per certificate or check, and the tenancy details
3. Check and act: open the Dashboard and Due List, print a Property Pack when you need one

What's included

• UK-Landlord-Compliance-Tracker.xlsx: filled with fictional example data (8 properties, 69 records) so you can see how it works
• UK-Landlord-Compliance-Tracker-BLANK.xlsx: an empty copy, ready for your own properties
• Works in Google Sheets: upload the .xlsx to Google Drive, right-click > Open with > Google Sheets, then File > Save as Google Sheets (tested: formulas and charts kept)
• Start-here.pdf: one-page quick-start guide, including how to open it in Google Sheets

Compatibility

• Microsoft Excel 2010 or newer (Windows & Mac) and Microsoft 365
• Google Sheets (free Google account). Set File > Settings > Locale to United Kingdom for £ and UK dates
• Not designed for Apple Numbers or mobile-only editing. A computer is recommended
• No macros, add-ons or subscriptions

Instant download

This is a digital product. Nothing physical will be shipped. Your download link appears straight after checkout and is also emailed to you. Stuck or have a question? Email info@phkmedia.co.uk and I'll gladly help you set it up.

Good to know

• Cream (pale yellow) cells are for your input. White and grey cells are worked out for you, and the sheets are protected (no password) so formulas are not overwritten by mistake
• A Health check on the Start Here tab and a Check/Status column on every log flag missing or odd entries
• Defaults follow gov.uk guidance for England: gas safety check every 12 months and EICR at least every 5 years, each with a copy to existing tenants within 28 days and new tenants before they move in; deposit protected and prescribed information given within 30 days
• Renters' Rights Act: in force from 1 May 2026. For written tenancies that started before then, the government Information Sheet had to be given by 31 May 2026
• PRS Database: registration opens 15 December 2026, with a 3-month window per region in England (dates on Settings, editable)
• EPC: minimum rating E now; the government has confirmed C by 1 October 2030 for England and Wales
• Gas: the expiry shows 12 months after the check. A check in the last 2 months before the deadline keeps the original date, so book inside the due-soon window
• Dates show as DD/MM/YYYY
• FAQ: Does it send reminders? No. It is a spreadsheet: open it weekly and the statuses update to today's date
• FAQ: Does it work on a phone? You can view it in the Google Sheets app, but entering data is easiest on a computer

DISCLAIMER

This tracker is a record-keeping aid, not legal advice. Rules are England-focused; Wales, Scotland and Northern Ireland have their own: edit the requirements and check what applies to you. All names and figures in the example file are fictional.

Licence: Licensed for use within one business. Please do not resell, share or redistribute the files.

AI disclosure: This template and its listing images were designed by PHK MEDIA LTD with the help of AI tools. All formulas were tested and the files were reviewed and finalised by the seller.

© PHK MEDIA LTD

Licence: Licensed for use within one business or household. You may edit and print the files for that business. You may not resell, share or upload them for others.