Property compliance register: what it is and how to keep one
Last reviewed 6 October 2026
The short answer
A property compliance register is a single list of the checks, certificates and inspections a property needs, with the dates, the people responsible and the documents that show each one was done. It is a record-keeping tool: it shows what you have and when things come round again. It does not decide what the law requires of you.
Which items belong in the register depends on the property type, its use, who occupies it and where in the UK it is. This guide does not give a list of mandatory documents, because there is no single one that fits every property. It covers how to organise whatever your property needs.
What a register usually holds
For each item, the useful fields are much the same whatever the item is:
| Field | What to record | Why it helps |
|---|---|---|
| Item | A clear name, such as “Fixed electrical inspection” or “Fire alarm service” | Makes the register searchable and unambiguous |
| Where it applies | The property, area or piece of equipment | Connects the record to the thing it concerns |
| Last done | The date the check, service or inspection took place | Shows how current the evidence is |
| Next due | The date it should next be done, and any expiry date | Lets you see what is coming up or overdue |
| Provider | Who carried it out, with any registration or reference number they give | Tells you who to call next time |
| Evidence | The certificate, report, invoice or photos | The document is the proof, not the date |
| Findings | Defects, recommendations and the follow-up work | Links the register to the maintenance history |
Kinds of records people track
The groups below are examples of what owners and managers commonly keep, not a statement of what applies to you. Where an item touches a legal duty, check the official source for your nation and property type.
Certificates and inspection reports
Whatever applies to the property and its use.
- Gas safety records, for properties with gas appliances
- Electrical installation inspection reports
- Energy performance certificates
- Fire risk assessment and its written record
- Inspection reports for lifting equipment, pressure systems and similar plant
Servicing and maintenance evidence
- Boiler, heating and ventilation servicing reports
- Fire alarm, emergency lighting and extinguisher servicing records
- Water system checks and any risk assessment carried out
- Planned maintenance completion records
Supporting documents
- Insurance documents that refer to inspections or servicing
- Warranties and manuals for the equipment concerned
- Registrations or licences the property or landlord holds, where they apply
- Contractor accreditation or registration details you have been given
Gas safety is one example of a record with its own guidance: HSE sets out what a landlord’s gas safety record must contain and how long it should be kept. Fire safety is another: GOV.UK says the responsible person must keep a written record of the fire risk assessment. For the full landlord picture, including how the four UK nations differ, see what records a landlord should keep. For commercial buildings, see what documents should be kept for a commercial building.
Keeping it up to date
Build the list from the property, not from a template
Walk the property and list its systems, equipment and uses. Then check the official guidance for your nation and property type to see which items carry duties or records. A generic template will include things you do not need and miss things you do.
Give every item a date and an owner
A register without next-due dates is only a filing cabinet. Name the person or provider responsible for each item.
File the evidence with the entry
Keep the certificate or report attached to the item it relates to. When a date approaches, the last report should be one step away.
Record renewals as new entries, not edits
When an item is renewed, keep the previous record. The history shows continuity, and gaps are visible.
Review the register on a schedule
Check what is due, what has lapsed and what has changed in the property. Remove entries for equipment that has gone and add anything new.
Many register items are recurring maintenance too. The property maintenance schedule guide covers dates, completions and overdue work in more detail.
What a register does not do
- Keep the register honest: record lapses as well as completions.
- Do not rely on a summary of the rules, including this one. Check the official source for your nation, property type and use.
- Where the stakes are high or the rules unclear, ask a competent person.
Official sources
- GOV.UK (England): landlord responsibilities
- HSE: gas safety check records and what to keep
- HSE: maintaining electrical equipment safety
- GOV.UK: fire risk assessments
- HSE: thorough examinations and inspections of lifting equipment
- mygov.scot: landlord responsibilities
- Welsh Government: fitness for human habitation, guidance for landlords
- nidirect (Northern Ireland): health and safety in rented accommodation
Related guides
- What documents should be kept for a commercial building?
The documents worth keeping for a commercial building, in practical groups, and what is useful versus required.
- 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.
- 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.