Maintenance and Compliance Calendar
A contractor booking is useful, but the job is still open until the work is finished and the right record is saved. This free Excel calendar gives landlords a place to track due dates, appointments and evidence together.
Free Excel download with blank records and a separate fictional worked example.
An appointment is a step towards completion.
The figures and properties here are fictional. The Excel download includes its own worked example alongside the blank records.
These fictional records use the workbook’s review date of 29 October 2026.
Due 20 October. The visit is booked for 30 October, but the renewal is still overdue. The previous record does not establish that the new check is complete.
Marked completed on 28 October, with no supporting record saved. The tracker keeps the missing evidence visible.
Completed on 24 October before its 25 October due date. Invoice EX-REPAIR2 and a dated photograph support the record.
Why does the example still show an open task?
The calendar has a fixed review date of 29 October 2026. An overdue record needs attention even if a contractor is booked. A blank due date needs checking rather than appearing safely up to date.
Completion needs its own date and supporting record. Keep access problems and any remedial work visible until they are resolved.
The example dates explain how the tracker works. Use the actual deadlines for your property rather than copying the sample dates.
Who it is for
Landlords managing homes in England or Wales who want one practical record of recurring checks and property maintenance. Check the rules for the location and type of let before setting each due date.
What is inside
Use the blank calendar for your own properties, tasks and dates. Record the person handling the work and where the relevant report, certificate or photograph can be found.
The fictional worked example separates a task that is booked from one that is completed. It also shows why the next due date should come from the actual requirement or report rather than an assumed annual interval.
Keep maintenance and safety work in the same operational record while preserving what each task needs. A boiler service is not a substitute for a gas safety check, and a booked inspection is not a completed one.
When to use it
Check the calendar before a tenancy starts and during regular property reviews. Arrange work early enough to allow for access, contractor availability and any remedial action.
Use the certificate or report to confirm completion and the next review date. Check local licensing conditions as well as national rules. This workbook does not automatically assess whether your property complies with the law.
Frequently asked questions
Does it tell me every legal requirement for my property?
No. Requirements vary by country, type of occupation, property and local licence. Use the official guidance and your reports to decide which tasks apply.
Can I use the same dates for England and Wales?
Do not assume the rules are identical. England and Wales have different housing rules. Record the relevant requirement for the actual property and set its due date from that source.
Is a contractor appointment enough to mark a task complete?
No. Keep it open until the work has been completed and the required evidence has been received and checked.
Does the calendar send automatic reminders?
No. It is an editable Excel record. Set time aside to review it or add the actual deadlines to the calendar system you use.
Use the rule for the actual property
Gas safety checks are annual where the landlord duties apply. An electrical report for a covered rented home in England or Welsh occupation contract may specify a shorter period than five years. Copy the actual date from the report and allow time for remedial work.
Routine maintenance can have a sensible review date even when there is no fixed statutory interval. Legionella risk review, for example, has no universal annual or two year legal deadline and does not require a routine test certificate. A change to the water system or how the property is used can require a fresh review.
Short stays, residential tenancies and Welsh occupation contracts can fall under different requirements. Use your local licence conditions and the relevant national guidance to decide which tasks belong in your calendar.
Guidance checked on 29 October 2026. Read HSE’s gas safety guidance, the electrical safety guidance for England and Welsh fitness guidance. HSE also explains landlords’ legionella responsibilities.
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