Start with safety certificates
The first thing to track is anything that could affect tenant safety or your legal position. For many landlords this includes gas safety, electrical safety, EPC rating, smoke alarms, carbon monoxide alarms and any local licensing requirements that apply to the property.
Do not wait until a tenant asks for a certificate. Add the expiry date, renewal window and document copy as soon as the certificate is issued. That means the next renewal is already scheduled before life gets busy.
Then track tenancy and money dates
- Tenancy start and end dates
- Deposit protection details and prescribed information
- Rent review dates
- Landlord insurance renewal
- Mortgage product end date
- Inspection reminders
These dates are not all equal, but missing any of them can still cost money, damage a tenant relationship or create avoidable admin work.
Use one dashboard per property
The easiest setup is to treat each property as its own mini dashboard. Store the address, key documents, provider names, renewal dates and reminder windows in one place. When you open the property, you should immediately know what is clear, what is due soon and what needs action.
Keep checking official guidance
This guide is for organisation, not legal advice. Rules can change and requirements vary by location, property type and tenancy. Always check the latest official guidance or speak to a qualified adviser if you are unsure.
Create a Life Admin account and track each property, document and deadline in one place.
Open Life AdminUseful sources: GOV.UK renting out a property, electrical safety guidance.