Key facts
- Free XLSX download — no email wall.
- One row per certificate, so several properties can share the same sheet.
- Days until expiry and status (Expired / Due Soon / Valid / No Date) are formulas.
- Dropdown of common document types, with a note that not all apply everywhere.
- Dashboard counts expired and upcoming dates from the Tracker sheet.
Who this is for
Landlords who want a dated register they can open today
Built for UK landlords and small portfolios who currently keep dates in a notebook, calendar, or messy workbook. If you already use Certs Reminder, you do not need this file — upload certificates instead.
What certificates can the Excel tracker record?
Each row is one certificate: property name and address, optional reference, type, certificate number, issue date, expiry or next due date, calculated days until expiry, status, provider, where the file lives, and notes.
Certificate types included as a dropdown: Gas Safety, EICR, EPC, HMO Licence, Fire Risk Assessment, Emergency Lighting, Smoke Alarm Check, CO Alarm Check, and Other. Use Other for documents that matter to you. Do not assume every type is a legal duty on every let.
How does expiry status work in the spreadsheet?
Days Until Expiry is the due date minus today. Status is Expired if that date is in the past, Due Soon if it falls in the next 30 days, Valid if it is further out, and No Date if the row has a property name but no due date.
The Dashboard sheet counts those statuses, plus due-within-60 and due-within-90 using the days column. You still have to open the file — a spreadsheet cannot email you.
When is a spreadsheet enough — and when is it not?
A spreadsheet is a good start for one or two rentals if you update dates the day a certificate arrives and you actually review the Dashboard. It gets fragile when files live in email, more than one person edits, or nobody opens the workbook until something has expired.
Prefer not to maintain this spreadsheet manually? Certs Reminder lets you upload certificates, confirm the dates, and receive email reminders at 30, 7 and 1 day before expiry. Free for up to 5 certificates.
Spreadsheet vs Certs Reminder
| Need | This Excel template | Certs Reminder |
|---|---|---|
| Start today | Download and type dates | Create a free account |
| Cost | Free | Free for up to 5 certificates |
| Date entry | Manual | Upload the file; confirm extracted dates |
| Reminders | You must open the sheet | Email at 30, 7 and 1 day, plus if already expired |
| PDFs with the date | You store the file yourself | Certificate stored with the dates |
| Best when | You will review the Dashboard monthly | You want alerts without opening a spreadsheet |
How to use the Excel tracker
-
Download the workbook
Download the free XLSX. No account is required. Open it in Microsoft Excel or import it into Google Sheets.
-
Add each property and certificate
On the Tracker sheet, use one row per certificate. Enter the property name, choose a type, then add issue date and expiry or next due date.
-
Add numbers, provider and file location
Record the certificate number, engineer or provider, and where the real PDF is stored. The spreadsheet is not a substitute for keeping the document.
-
Review the Dashboard monthly
Check Expired and Due Soon first. Status and day counts update from the Tracker formulas when you open the file.
Official sources
Regulatory statements on this page are general information. Confirm the current rule for your property with the publisher.
- HSE: gas safety — landlords Health and Safety Executive
- Electrical safety standards in the private rented sector (England) GOV.UK
- Energy Performance Certificates for dwellings GOV.UK
- GOV.UK: renting out a property GOV.UK
Trust and limits
- The spreadsheet is free and useful on its own — it is not sabotaged to force signup.
- Certs Reminder does not issue certificates or inspect properties.
- Always verify dates against the document in front of you.
Frequently asked questions
What should a landlord certificate tracker include?
At minimum: property label, certificate type, issue date, next due date, a way to see what is overdue, provider, and where the latest PDF is. This template adds certificate number, days until expiry, and a simple status.
How do landlords track certificate expiry dates?
Write the next due date next to the certificate type for each property, then review upcoming dates every month. A spreadsheet can do that; email reminders help if you will not open the file.
Can I track landlord certificates in Excel?
Yes. This template is an Excel workbook with formulas for days until expiry and status. It also imports into Google Sheets. You still need to enter dates and keep the real certificates.
What certificates should landlords keep records of?
Common dated documents include Gas Safety where gas is provided, EICR on the cycle that applies in your nation, and EPC for letting. HMOs and licensed properties may add extra conditions. Use the compliance checker and official sources rather than assuming one UK-wide list.
How do I track certificates for multiple rental properties?
Put every certificate on its own row and use Property Name (and Reference) to group them. Filter the Tracker sheet by property. Do not try to squeeze three clocks into one cell.
Is Excel enough for landlord compliance tracking?
It can be, if you update it when certificates arrive and you review upcoming dates. It is not enough if the file is forgotten, shared without an owner, or separated from the PDFs. Certs Reminder is for landlords who want the file and the reminder together.
Related questions
Tools and next steps
- UK landlord compliance checker Personalised list by nation and property type, with official sources
- Track your certificates free Upload PDFs and get 30 / 7 / 1 day email reminders — prefer this if you will not open a spreadsheet