HMO Maintenance Checklist UK – Free PDF & Quarterly Template

Staying compliant (and organised) with HMOs is mostly about regular checks, good records, and fast fixes. This guide gives you a quarterly inspection checklist, what to record, and free templates you can use today.

England focus. Rules vary in Scotland/Wales/NI; always check your local licence conditions. GOV.UK GOV.WALES

Why this matters (legal quick-start)

• HMO Management Regs (2006): the manager must maintain common parts, fixtures, fittings and appliances in good repair and safe working condition, with clear means of escape. Legislation.gov.uk

• Electrical safety (EICR): inspection & testing by a qualified person at least every 5 years; keep records and act on remedials. GOV.UK Legislation.gov.uk

• Gas safety: annual gas safety checks and ongoing maintenance; you can check up to 2 months early without shortening the cycle. Legislation.gov.uk HSE

• Smoke/CO alarms: install and maintain alarms as per 2015 regs (amended Oct 2022); test and record. GOV.UK

• Fire safety: use LACORS guidance and log weekly tests where practicable; arrange periodic servicing by a competent engineer. CIEH Cambridge Fire and Rescue Service

• HHSRS: councils assess hazards (fire, damp/mould, electrics etc.); your maintenance log helps prove control of risks. GOV.UK

Local licence conditions may also mandate quarterly inspections and set repair time bands; check your council’s checklist and standards. Bath & North East Somerset Council Ealing Council

Quarterly HMO inspection checklist (copy/paste into Sheets)

Use the CSV download above to track pass/fail and actions during each visit.

Suggested repair time bands (use as policy, not a promise)

Councils often publish indicative targets—use them in your SOP and tailor to your properties. Bath & North East Somerset Council

• Emergency: make safe within 24 hours (dangerous electrics, blocked sole WC, serious leak, unsecured external door).

• Urgent: attend within 5 working days (no hot water, heating failure in mild weather, fridge failure in HMO kitchen).

• Routine: within 20 working days (non-urgent leaks, minor joinery, cosmetic issues). Bath & North East Somerset Council

Some councils use different bands; always match your local licence. Ealing Council

How to run your quarterly visit (15–30 minutes)

1. Prep: open last inspection + outstanding actions; check certificate expiry dates (EICR/Gas/Alarms). GOV.UK Legislation.gov.uk

2. Walk-through: follow the checklist table room-by-room; record photos and serials where helpful. Bath & North East Somerset Council

3. Fire checks: do a quick sound test on communal alarms and record in the log; test different call points each week. Cambridge Fire and Rescue Service

4. Close-out: set due dates for remedials by priority band; save evidence to your digital log. Bath & North East Somerset Council

Keep a clean paper trail (what to store)

• Certificates & reports: EICR (≤5 yrs), CP12 (annual), smoke/CO compliance notes. GOV.UK Legislation.gov.uk

• Fire logbook: weekly tests, servicing, faults & rectification. Cambridge Fire and Rescue Service

• Inspection records: quarterly checklists, photos, actions, contractor invoices. Bath & North East Somerset Council

Bonus: What “good” looks like

Many councils publish their own HMO standards and checklists—great benchmarking for your internal SOP. Ealing Council Oxford City Council
For fire safety, the LACORS guide remains the national go-to for existing housing. CIEH

FAQs

Do I have to inspect every quarter?
Many licences require or strongly encourage quarterly checks of HMOs; confirm with your local authority’s licence conditions. Bath & North East Somerset Council

How often should I test smoke/heat alarms?
Follow manufacturer guidance and keep a weekly (ideally) or at least monthly communal test log; arrange periodic servicing by a competent engineer. Cambridge Fire and Rescue Service

When do I need an EICR and Gas Safety record?
EICR at least every 5 years; Gas Safety annually. Keep reports and fix remedials promptly. GOV.UKLegislation.gov.uk

Sources & further reading

• Management of Houses in Multiple Occupation (England) Regulations 2006 – duties to maintain common parts. Legislation.gov.uk

• EICR: Landlord guidance (MHCLG/Gov.uk) and the 2020 Regulations. GOV.UKLegislation.gov.uk

• Gas safety for landlords (HSE) and Reg. 36. HSELegislation.gov.uk

• Smoke & Carbon Monoxide Alarm Regulations – updated 2022. GOV.UK

• HHSRS Operating Guidance (risk-based system councils use). GOV.UK

• LACORS Housing Fire Safety (national guidance). CIEH

• Council examples: Bath & North East Somerset Quarterly HMO checklist & time bands; Ealing HMO standards guide; Oxford HMO inspection form. Bath & North East Somerset Council Ealing Council Oxford City Council

• Fire logbooks: Cambs Fire & Rescue template. Cambridge Fire and Rescue Service

Want this automated?

Lanten can ingest tenant WhatsApp/email, auto-populate a Quarterly/Fire log, and push Emergency/Urgent/Routine tasks to your contractors—complete with timestamped evidence for licence compliance.