Holiday let compliance record keeping

1. Give each property a home

Choose a consistent property name or reference, and use it in your register, document folders and contractor bookings. Group records by topic: gas, electrical, fire precautions, insurance, maintenance and servicing. Keep the original reports and certificates in a secure filing system, rather than relying on a note saying “done”.

A useful filename is property-topic-date-reference, for example HarbourView-stove-service-2026-09-18-SV104. Use a document reference in the register so you can find the corresponding report. Avoid putting guest names or other unnecessary personal information in filenames.

2. Record enough to find the evidence

For each inspection or job, make the entry understandable to someone returning to it months later:

• Property and item: identify the appliance, room or system, not just “service”.
• Date and person: record when the work happened and the engineer or contractor responsible, with any relevant professional reference supplied.
• Evidence: keep the report reference and its storage location. A photograph may help show a defect or completed repair, but does not replace an inspection report.
• Outcome: copy the professional’s findings accurately, including restrictions or unresolved issues.
• Next action: name the person responsible, the task and the target date. Base any next inspection or service date on applicable requirements and professional or manufacturer advice.

Do not invent a universal renewal interval. If a date is uncertain, mark it as needing confirmation rather than treating a guess as a requirement.

3. A worked example: stove servicing

This fictional entry illustrates record keeping, not a recommended servicing interval or a professional safety decision.

Property / item

Harbour View Cottage · lounge multi-fuel stove

Work date / evidence

18 September 2026 · service report SV104 · original retained in the property’s servicing folder

Contractor

Record the servicing company and any professional reference supplied on the report.

Outcome

Copy the report’s outcome and any restrictions. Keep chimney-sweep details separately identifiable where applicable.

Follow-up

If the report identifies a defect, assign the repair, record the professional’s instructions and retain completion evidence. Confirm the next service date with the professional and manufacturer guidance.

4. Close the loop, not just the entry

A booking is not completed work. Keep open actions visible until you have the outcome and supporting evidence. For urgent safety concerns, follow professional advice and take appropriate immediate action; do not wait for the next administrative review.

As a practical habit, review open actions before bookings and after contractor visits. Keep a separate diary or reminder system for dates you cannot afford to miss. StayComply does not send automatic reminders.

Keep separately required copies and define a retention approach using the rules, insurance terms and contracts that apply to your property. Limit access to people who need it, and check that any backup can actually be retrieved.

5. Check the requirements for your property

These official starting points cover specific topics and jurisdictions; they are not a complete checklist for every holiday let:

• HSE: landlords’ gas safety responsibilities — check the scope and the requirements relevant to your accommodation in Great Britain.
• GOV.UK: making your small paying-guest accommodation safe from fire — guidance for eligible premises in England; check whether it applies to your property.

Use the relevant government, local authority, fire-safety authority and qualified professionals for your location. Record which guidance you checked and revisit it when your property, use or applicable requirements change.