Free resource
HMO record pack: document register, fire alarm log and emergency lighting log
Three blank logs for keeping a dated, evidenced record of an HMO: a register of the documents you hold, a fire alarm record log and an emergency lighting record log. Print the PDF and fill it in by hand. There is no sign-up and no email form.
Who it is for and how to use it
It is for landlords, managing agents and anyone who looks after an HMO and wants one consistent place to write down what was checked, by whom and where the paperwork is. A council, an insurer or a new manager is more likely to find a clear, dated record useful than a loose pile of certificates.
- Use one set per property. Fill in the property and period at the top of each page.
- List a document once in the register, with where the original is kept.
- Add a log entry each time a test, inspection or service happens, using the wording of whoever did it.
- Put the report or job number in the reference column so the entry points to its evidence.
- Leave a date blank if no official source, licence condition or provider has given you one. Do not invent a schedule.
Document register
One list of the documents held for the property, who issued them and what happens next. The PDF has these as columns, with blank rows to fill in.
| Column | What to write | Example |
|---|---|---|
| Document or record name | What the document is, in plain words. | Fire risk assessment |
| Category | The group you file it under, such as fire, gas, electrical, licence, insurance or council correspondence. | Fire |
| Property and address reference | The property, and the room or area if the document covers only part of it. | 12 Example Road, whole building |
| Date issued or completed | The date on the document. | 14 March 2026 |
| Provider or contractor | Who issued or carried out the work, with any registration number they gave you. | Example Fire Safety Ltd |
| Renewal or next action date | A date only if the official source, your licence or the provider gives you one. Leave blank if none applies. | Date given on the report |
| File or reference location | Where the original is kept: a folder, a file name or a reference number. | Folder 3, or file name |
| Notes | Anything someone else would need to know later. | Actions listed on page 4 |
Fire alarm record log
A dated log of fire alarm tests, inspections and servicing, and what was done about anything found. The PDF has these as columns, with blank rows to fill in.
| Column | What to write | Example |
|---|---|---|
| Date | The date of the test, inspection or service. | 6 October 2026 |
| System or location | The panel, zone, call point or area covered. | Ground floor landing, call point 2 |
| Test, inspection or service type | What was done, as described by whoever did it. | Call point test |
| Result | What was found, in your words or the engineer's. | Sounded as expected |
| Fault found | Write the fault; leave blank if none was found. | None |
| Remedial action | What was done or is planned, and by when. | Not applicable |
| Contractor or responsible person | Who carried out or was responsible for the check. | Property manager |
| Document or reference | The service report, job number or certificate that goes with the entry. | Service report ref |
| Notes | Anything else worth recording. | Panel reset after test |
Emergency lighting record log
A dated log of emergency lighting tests, inspections and servicing, and what was done about anything found. The PDF has these as columns, with blank rows to fill in.
| Column | What to write | Example |
|---|---|---|
| Date | The date of the test, inspection or service. | 6 October 2026 |
| Area, fitting or system reference | The area, fitting number or system the entry covers. | Stairwell, fitting 4 |
| Test, inspection or service type | What was done, as described by whoever did it. | Function test |
| Result | What was found, in your words or the engineer's. | Lit as expected |
| Fault | Write the fault; leave blank if none was found. | None |
| Remedial action | What was done or is planned, and by when. | Not applicable |
| Contractor or responsible person | Who carried out or was responsible for the check. | Property manager |
| Document or reference | The test record, job number or certificate that goes with the entry. | Test record ref |
| Notes | Anything else worth recording. | Lamp replaced on a later visit |
Requirements differ by nation
Whether a property needs an HMO licence, which records a council asks for and how often anything must be tested or inspected differ across England, Scotland, Wales and Northern Ireland, and can vary by council. Use the official sources and your own licence conditions, and ask the council if you are unsure.
- GOV.UK (England): HMO licences
- mygov.scot: applying for an HMO licence
- Rent Smart Wales: frequently asked questions
- nidirect (Northern Ireland): living in shared accommodation
More on the wider picture: HMO record keeping and what records a landlord should keep.
If you would rather keep this digitally
MyPropertyRecord keeps a property’s documents and dated history in one place, and you enter the dates yourself. See property document management or MyPropertyRecord for landlords. The pack above works without it.