HMO record keeping: what landlords should keep

Last reviewed 6 October 2026

The short answer

For a house in multiple occupation (HMO), keep a clear, dated record of the property, its safety and maintenance history and the documents behind it, so you can show what was done, when and by whom. Which records are legally required depends on the nation, the size and type of HMO and the local council.

HMO rules are stricter than for an ordinary let, and they differ across the UK. This guide separates what is useful to keep from what the law specifically asks for, and it does not give a single UK-wide checklist, because there is not one. Where it mentions a duty, it points to the official source.

How the rules differ by nation

The point of this section is that you cannot assume one nation’s rules apply elsewhere. It states only what the official pages say; the detail, including definitions and local variations, is on the linked sources.

England

GOV.UK describes an HMO as a property rented by at least three people who are not from one household but share facilities such as the bathroom and kitchen. A large HMO needs a licence when it is rented by five or more people from more than one household who share facilities. Smaller HMOs may also need a licence under local council rules. GOV.UK lists licence conditions such as providing gas safety certificates and installing smoke alarms, and says councils may add their own conditions.

Scotland

mygov.scot says an HMO licence is needed when a property is rented to three or more tenants who are not related or from the same family. Licences are dealt with by the local council, which checks that the licence holder is a fit and proper person and that the property is managed properly and meets the required standards. Operating without a required licence is a criminal offence. Ask your council what it needs to see at application and renewal.

Wales

Rent Smart Wales says HMO licensing sits under the Housing Act 2004 and is specific to the property, while the Rent Smart Wales landlord or agent licence under the Housing (Wales) Act 2014 is additional and covers you for all your Welsh properties. Check with the local council whether a particular property needs an HMO licence and what conditions apply.

Northern Ireland

nidirect describes an HMO as living accommodation that is the main home of three or more people who are not in the same family, rented by one or more of them. It says a landlord must obtain a licence from the local council before renting such a property.

Records worth keeping

These are the kinds of record that make an HMO easier to run and easier to explain to a council, an insurer or a new manager. They are practical suggestions; whether any is mandatory for your property is a question for the official source and your licence conditions.

The property and its occupation

Address, layout and the rooms let, with a plan or room list where that helps
A copy of the licence, its conditions and its dates, where one applies
Tenancy details for each room or household, kept as the private owner or manager record
Inventory and condition records for shared areas and each room

Safety checks and certificates

Whichever apply to your property and licence.

Gas safety records, with the date, engineer and what was checked
Electrical installation and appliance test reports
Fire risk assessment and its written record, where one applies
Fire alarm, emergency lighting and extinguisher servicing records, where fitted
Smoke and carbon monoxide alarm checks you have made
Energy performance certificate

Maintenance and repair history

Repairs reported, who dealt with them, the date and the invoice
Servicing of boilers, ventilation and shared equipment
Recurring checks you carry out yourself, with the date done
Defects found at inspections and the follow-up work

Providers and documents

Contractors used, with contact details and any accreditation or registration number they gave you
Warranties and manuals for shared appliances
Insurance documents that refer to inspections or servicing
Correspondence with the council about the licence or inspections

For the wider landlord picture, including which records are required and which are only good practice, see what records a landlord should keep. If a gas or fire record has its own official guidance, follow that guidance for what it must contain and how long to keep it rather than relying on this page. For blank logs to print, see the free HMO record pack.

Keeping the records usable

Start from your licence and council
If the property is licensed, the licence conditions and the council’s guidance are the best list of what you will be asked for. Build your record around them.
Keep one record per property
Each HMO has its own certificates, licence dates and history. Do not mix them across properties, even if the same contractor serves several.
Give every recurring item a date and a name
A certificate with no next-due date is easy to forget. Note who is responsible for each item and when it next comes round.
File the evidence with the entry
Keep the report, invoice or photograph against the item or room it concerns, so the proof is one step from the date.
Keep tenant details separate from the shared record
Tenancy and personal information should be limited to what you need and kept private. Do not put it in documents you share with contractors.

Many of these items repeat. The property maintenance schedule guide covers dates, completions and overdue work, and the property compliance register guide covers certificates and evidence.

What this guide does not cover

It does not say whether your property is an HMO, needs a licence or meets any standard.
It does not give inspection frequencies, retention periods or minimum room sizes. Take those from the official source or your council.
It is not a substitute for advice from the council or a competent professional where the rules are unclear.

Official sources

What records should a landlord keep for a rental property?
Practical landlord records, the legal duties that may apply, and how the four UK nations differ.
Property compliance register: what it is and how to keep one
What a compliance register is, the kinds of records it holds, and how to keep it current without treating it as proof.
How to create a property maintenance schedule
A step-by-step method for a schedule you can keep up: items, frequencies, due dates, history and overdue work.

This guide is general information about keeping records. It is not legal, safety or technical advice. MyPropertyRecord stores the records and dates you enter; it does not check or determine whether a property meets any legal requirement. Requirements differ across England, Scotland, Wales and Northern Ireland, and by property type, use and tenancy, and they change. Where this guide mentions a legal duty, check the current official guidance linked on this page before relying on it.