Property compliance records
Property compliance records in one organised place.
Certificates, inspection dates, maintenance evidence and contractor records often end up scattered across folders, inboxes and different systems. MyPropertyRecord keeps them together, against the property they belong to.
Documents, Tracked Dates and maintenance
- Categorised certificates and reports
- Tracked Dates with on-screen reminders
- Recurring Work & Maintenance schedules
Requirement records with evidence and history
- Requirements you track by category
- Dates, evidence and renewal history
- Documents and Work & Maintenance too
The basics
What is a property compliance record?
A property compliance record is the paper trail behind a safety or maintenance check: what was inspected or serviced, when, by whom, when it is next due, and the document that shows it happened. Which checks apply to a particular property is for you and your advisers to decide. MyPropertyRecord does not decide that for you. For a plain-English look at what a register is and how to keep one, see the property compliance register guide. For fire alarm and emergency lighting records in particular, see fire alarm and emergency lighting records for commercial buildings.
Whatever the list looks like, owners usually want the same things kept together:
Certificates and documents
The report, certificate or invoice itself, filed against the right property.
Inspection and work evidence
What was done, on what date, and which documents show that it was.
Due dates
When something was last done and when it comes round again.
People and providers
Who is responsible for each item and which company carries it out.
Property and equipment links
The room or piece of equipment a record relates to.
Completed work history
A running record of past visits, so gaps and patterns are easy to spot.
Residential
Residential record keeping: documents, Tracked Dates and maintenance
Residential properties don’t have the compliance requirement records described further down. They can still keep a clear, organised record using three tools that work together.
Categorised documents
Upload certificates, reports, warranties, manuals and invoices, choose a category such as gas, electrical, EPC or fire, give each a clear title and link it to a room, item or piece of work. Files are stored privately.
Tracked Dates
Record a due date for a service, inspection or renewal, with an optional repeat every set number of months, a room or item and a responsible person. Overdue and upcoming dates show on the property and in your dashboard with on-screen reminders, and completing a repeating date creates the next one.
Work & Maintenance
Plan visits with recurring schedules, from weekly to annual or a custom interval, and keep each completed visit as part of the property’s history.
Documents on residential properties don’t carry an expiry date themselves, so the date sits in a Tracked Date or a schedule instead. For rental homes, see the landlord property records page.
Commercial and mixed-use
Compliance requirement records for commercial and mixed-use properties
Commercial and mixed-use properties can also keep compliance requirement records, alongside documents and Work & Maintenance. This isn’t available for residential properties. Each requirement you add records what is being tracked, and can hold the following.
Title, category and type
Name the requirement, choose a category such as gas, electrical, fire or lift safety and, if you wish, add your own type, such as “annual inspection”.
Dates
Issue, inspection and completion dates, a next due date and an expiry date.
Recurrence
Note how often the requirement repeats, in months.
People and providers
The responsible person, the provider or contractor who carries it out, and a reference number.
Linked evidence
Attach documents already stored against the property as evidence, for the requirement or for a particular renewal.
Room or item
Link a requirement to a specific area or item of equipment.
Statuses show the dates you record, not legal compliance
Every requirement shows one of four statuses: Current, Due soon (within 30 days), Overdue or No due date. The status is worked out from the earlier of the next due date and the expiry date you have entered. These statuses reflect dates recorded in MyPropertyRecord. They do not determine legal compliance.
When a requirement is renewed you record the completion and inspection dates, the new next due and expiry dates, any notes and a reference, and can attach evidence documents. Each renewal is added to a renewal history, so earlier visits stay visible. A portfolio-wide view lets you filter requirements by status, category, property, type or responsible person, and requirements you no longer need can be archived.
The commercial property page covers the rest of the record for commercial and mixed-use sites.
Evidence
Evidence and property history
Records are easier to rely on, and easier to hand over, when the evidence sits beside them. A document, the work it relates to, the item it applies to and the dates you recorded can all be found against the same property. Over time that builds a clear picture of what was done, when, by whom and which documents exist.
That picture is made of your own records. MyPropertyRecord doesn’t read certificates automatically, check what a document says or confirm that any document is valid. If a property changes hands, its history stays with it, although documents you marked private before the transfer are not passed on.
Planned work
How compliance records connect to Work & Maintenance
Compliance records say what you want evidenced and when. Work & Maintenance is where the work itself is planned and recorded. Recurring schedules, from weekly to annual or a custom interval, set up the visits. Each completed visit stays in the property’s history with the contractor who did it and any documents attached.
On paid plans you can invite contractors with read-only or read-and-write access, limited to particular rooms and given an end date. On commercial and mixed-use properties, a certificate from a visit can then be attached as evidence to the matching requirement.
The two are separate, though. Completing a scheduled visit doesn’t automatically renew a compliance requirement, so you record the renewal yourself. See how MyPropertyRecord works for the full workflow, or the features overview.
Who it is for
Who uses property compliance records
Landlords
Keep certificates as categorised documents, use Tracked Dates and recurring schedules for repeat checks, and see every property in one place. Landlords and investors.
Commercial property owners and managers
Keep compliance requirement records by category, with dates, evidence and renewal history across sites. Commercial property.
Mixed-use owners
Properties set up as mixed-use can also keep compliance requirement records alongside documents, Tracked Dates and Work & Maintenance.
Product boundary
What MyPropertyRecord does and doesn’t do
MyPropertyRecord helps you organise records, dates, evidence and maintenance history. It does not decide what legal duties apply to a property, tell you what you are required to hold, interpret certificates or certify that a property is compliant. For advice on your obligations, speak to a suitably qualified professional.
Questions
Property compliance records: common questions
What is a property compliance record?
A record of the certificates, inspections, service visits and due dates for a property, kept with the documents that show the work was done.
Can I store certificates?
Yes. Upload a certificate or report as a document, choose a category such as gas, electrical, EPC or fire, give it a title and link it to a room, item or piece of work. Files are stored privately.
Does MyPropertyRecord tell me whether my property is legally compliant?
No. It doesn’t decide which duties apply, interpret certificates or certify compliance. Statuses show whether the dates you have recorded are current, due soon or overdue.
Are compliance requirement records available for residential properties?
No. Compliance requirement records are for commercial and mixed-use properties only. Residential properties keep certificates as documents and use Tracked Dates and Work & Maintenance schedules for due dates.
Can I track upcoming work or inspection dates?
Yes. Tracked Dates and recurring Work & Maintenance schedules show what is upcoming, due soon or overdue on screen. Commercial and mixed-use properties can also record inspections and renewals in their compliance requirement records.
Keep exploring
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