BrindleKey / landlord records

Organise property compliance records: a practical guide

Keep a separate record set for each rented home. In BrindleKey, add a file to its property record under the matching document type, then return to that property when you need to find it.

Official sources reviewed 12 October 2026

A simple filing routine

  1. 01

    Keep each property separate

    Use one property record for each rented home, so its documents stay together in your register.

  2. 02

    Save the file under its type

    Choose Gas safety, EICR, EPC or Deposit, use a clear file name, and enter the requested expiry date from the record or official guidance. If no date is stated, confirm the right date instead of guessing. BrindleKey stores the date you enter; it does not verify it.

  3. 03

    Find it again from the property

    Open the property record, filter by document type, then open or download the saved file.

01

Gas safety records

Keep the full landlord gas safety check record with any record of follow-up action.

Filing tips

  • Check the address and check date before saving it under Gas safety.
  • Keep older records for the period HSE requires, including its longer retention rule when using the early-check timing flexibility.

Official guidance

HSE says gas safety records must be kept for at least two years. It also sets out what the record must contain and when tenants must receive a copy.

Official sources

02

Electrical Installation Condition Reports (EICRs)

Save the full inspection report and records of any remedial or further-investigation work with the property.

Filing tips

  • Use the next inspection date stated in the report when entering a date; do not substitute a generic interval.
  • Keep written confirmation of completed work with the report that called for it.

Official guidance

For homes covered by the England guidance, inspection is required at least every five years, and the report sets the next date. Required remedial work has a deadline set by the regulations or a shorter period in the report.

Official sources

03

Energy Performance Certificates (EPCs)

Keep the EPC that matches the rented property and check that it is the latest certificate before relying on a saved copy.

Filing tips

  • Use GOV.UK’s register to check the certificate for the correct property.
  • An EPC describes energy performance; it is not a gas safety record, EICR or proof that recommended work has been completed.

Official guidance

GOV.UK says an EPC is valid for 10 years or until a newer certificate is produced for the same building. Its recommendations do not by themselves require the work to be carried out.

Official sources

04

Tenancy deposit records

Keep deposit protection information with the tenancy records for the relevant property.

Filing tips

  • Save the scheme certificate or reference and a copy of the information given to the tenant.
  • Check current GOV.UK guidance for the tenancy type and the deadlines that apply before relying on an old checklist.

Official guidance

Deposit requirements depend on the tenancy. Current England guidance reflects the tenancy-law changes that took effect on 1 May 2026, so check the official guidance for the tenancy in question.

Official sources

Keep the records easy to find

BrindleKey keeps the property record, saved file and date you entered together. It does not check whether a document is current or decide whether a legal duty has been met. Use the linked official sources for the rules that apply to your property and tenancy.

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