What Records Do You Need to Keep for a Holiday Let?
Poor record keeping is one of the most common compliance problems for holiday let owners. Not because they have not done the checks, but because the paperwork is scattered, expiry dates are not tracked, and when something goes wrong there is nothing to show for it.
This guide covers exactly what records you need to keep, in what format, and for how long.
Why record keeping matters more than you think
The practical consequences of poor records are almost always financial. When a guest is injured on your property, the first thing an insurer asks for is your current CP12, EICR, and fire risk assessment. If you cannot produce them, or they are out of date, your insurance position is seriously weakened.
The same applies if a local authority or fire service carries out an inspection, or if a guest dispute escalates. Records demonstrate that you took your responsibilities seriously. Their absence suggests you did not.
Insurance claims
Insurers request compliance certificates after any gas, electrical or fire incident. Missing records give them grounds to dispute your claim.
Agent requirements
Reputable letting agents require copies of current certificates before marketing your property. Expired records can suspend your listing.
Local authority inspections
Councils can inspect holiday lets. Evidence of up-to-date compliance is your first line of response. Missing records mean a much harder conversation.
Gas safety (CP12)
- Current Gas Safety Certificate (CP12), must be in date at all times if there is a gas supply.
- Retain the two most recent certificates minimum; many owners keep all historical records.
- Name and Gas Safe registration number of the engineer who carried out the check.
- Date of next renewal clearly noted; arrange at least four weeks before expiry.
Electrical safety (EICR and PAT)
- Current EICR report with all pages, including any remedial work recommendations.
- Evidence that any C1 or C2 items were rectified: a follow-up report or contractor sign-off.
- PAT test records listing each appliance, test date, serial number or description, and pass/fail result.
- Date of next EICR due, typically five years from last inspection, or sooner if recommended.
Fire safety
- Fire Risk Assessment, reviewed and updated whenever significant changes are made to the property.
- Smoke alarm test log: date tested before each changeover, result, and any actions taken.
- Carbon monoxide alarm test log, same frequency.
- Evidence of any fire safety remedial work: extinguisher servicing, escape route improvements, signage.
- HETAS installation certificate for log burners or solid fuel appliances.
- Annual chimney sweep certificate where applicable.
Legionella
- Written Legionella risk assessment, legally required for all rental properties.
- Date of last review; should be revisited after any void period, system changes or water quality concern.
- Record of any control measures taken: water temperature checks, flushing of infrequently used outlets.
EPC and planning
- Current Energy Performance Certificate: check whether required for your letting platform or local licensing scheme.
- Short-term let registration certificate or reference number if applicable in your local authority area.
- Planning permission or council correspondence if change of use has been granted or applied for.
Maintenance log
- Record of all repairs and inspections with dates, contractor details, and work carried out.
- Photo documentation of any significant defects and their resolution.
- Guest complaint log: date raised, nature of complaint, and action taken.
- Seasonal inspection records noting condition of gutters, seals, exterior, heating and guest-facing items.
Insurance
- Current holiday let insurance policy schedule and certificate.
- Any correspondence with your insurer about specific certificate requirements.
- Claims history, relevant if you ever need to demonstrate a pattern of proper maintenance.
How to organise your records
The simplest system is a shared cloud folder, one per property, with a subfolder for each certificate category. Name files with the expiry date in the filename so you can sort by date at a glance. Share the folder with your letting agent so they always have access to current documents.
- Use a folder structure: Property name → Gas Safety / Electrical / Fire / Legionella / EPC / Maintenance / Insurance.
- File naming: CP12_2025-11.pdf not 'gas cert'. Dates in filenames make expiry tracking instant.
- Create a single expiry tracker: a spreadsheet or note with each certificate name, last date, and next due date.
- Review the tracker every quarter, not just before the season. Certificates can lapse in winter.
- Ensure your letting agent and keyholder both have read access to the cloud folder.
Acacia Property Care maintains a compliance record for every property we work with, tracking certificate expiry dates and flagging renewals before anything lapses. Ask about adding this to your maintenance arrangement.
Common questions
How long do I need to keep holiday let compliance records?
There is no single statutory retention period that covers all holiday let records, but the practical standard is: gas safety certificates for at least two years (and at least the two most recent), EICR reports for at least five years or until the next report is issued, PAT testing records for the lifetime of each appliance, and general maintenance logs indefinitely as they may be relevant to insurance claims or disputes. When in doubt, keep it.
Do I need to provide compliance certificates to my letting agent?
Yes. Any agent managing your holiday let on your behalf should hold copies of current certificates for gas, electrical and fire safety. This is standard agency practice and allows the agent to respond quickly if a guest or inspector asks for evidence of compliance. Some agents make this a condition of their management agreement.
What records do insurance companies ask for after an incident?
After any incident involving gas, fire or electrical fault, your insurer will typically request the most recent CP12, EICR and fire risk assessment. If you cannot produce these, or they are out of date, your claim may be disputed or rejected. This is the most common practical consequence of poor record keeping for holiday let owners.
Can I keep records digitally?
Yes, and digital storage is preferable for holiday let compliance records. A cloud-based folder accessible to you and your letting agent means records can be retrieved quickly from anywhere. Keep original PDFs rather than photos of documents. Named files with expiry dates in the filename (e.g. CP12_2025-11.pdf) make expiry tracking much simpler.
Who is responsible for compliance records if a letting agent manages the property?
The legal responsibility remains with you as the property owner. Your agent manages the property on your behalf but cannot take on your statutory obligations. A good management arrangement will include the agent holding working copies of all certificates and flagging renewals, but the owner must ensure checks are actually carried out on time.
Important
The information provided on this page is for general guidance only. It does not constitute legal, regulatory, or professional advice.
Compliance requirements can vary depending on property type, location, and individual circumstances. You should always confirm obligations with the appropriate qualified professional or relevant authority.
Want someone to track it all for you?
Acacia Property Care coordinates compliance checks across Devon and maintains a running record for every property. CP12, EICR, PAT, fire safety, seasonal checks. Nothing lapses. One contact.