Most landlords know they need an Energy Performance Certificate (EPC). Fewer keep track of the rules surrounding it: when it must be ready, what tenants must receive and what happens if a property falls below the minimum energy-efficiency standard.
That’s where avoidable compliance problems tend to crop up. Use this checklist to get the details right before your next letting, rather than discovering them halfway through a marketing campaign.
1. Arrange the EPC before you advertise
If you don’t already have a valid EPC, commission one before you put the property on the market. That means before it is publicly advertised or otherwise presented as available to rent, not once a viewing is booked.
Rental adverts must include the property’s energy rating. Check that the rating appears in the marketing material wherever required, including online listings. An EPC commissioned after the advert goes live may not undo the initial omission.
You can ask a letting agent to arrange the assessment, but responsibility for meeting the legal requirements remains with you as the landlord. Agree who is doing what, then confirm the EPC has been commissioned and the rating is included before the listing is published. A quick check at this stage can prevent a very avoidable scramble later.
2. Give prospective tenants the EPC promptly
The EPC is not just a document to file away. You must make a copy available free of charge to prospective tenants at the earliest opportunity.
In practice, provide it with the first written property details, or earlier if the prospective tenant views the property before receiving those details. Don’t wait until someone has decided to apply. The prospective tenant who goes on to rent the property must also receive a copy before signing the tenancy agreement.
Make this part of your standard letting process. For example, attach the EPC when sending the property particulars and keep a record of when it was shared. That small administrative habit helps show that the information was provided at the right time.
3. Check the minimum energy-efficiency standard
For a domestic property in the private rented sector that is within scope of the rules, the current minimum is an EPC rating of E. A property rated F or G must not be newly let, and an existing tenancy must not continue, unless a valid exemption applies.
Before granting a new tenancy or allowing an existing one to continue, check the rating and confirm the property meets the requirement. If it falls below E, don’t assume that having an EPC, or planning future improvements, is enough. You need to bring the property up to the required standard or register a valid exemption.
Local authorities enforce the rules and may issue a compliance notice requesting evidence such as the EPC, tenancy agreement or records of improvements. Keep the relevant paperwork organised so you can respond clearly if contacted.
Penalties to keep in mind
For renting a non-compliant property without a valid exemption, penalties can be up to:
- £2,000 where the breach lasts for less than three months.
- £4,000 where the breach lasts for three months or more.
- £1,000 for providing false or misleading information on the PRS Exemptions Register.
- £2,000 for failing to comply with a compliance notice.
The total penalty is capped at £5,000 per property. These are maximum figures, but the practical lesson is simple: check compliance before a tenancy starts, and don’t leave an official notice unanswered.
4. Register an exemption properly
Some properties cannot reach an E rating, even after reasonable improvements. If that applies, you may be able to rely on an exemption, but you must meet the relevant conditions and register it on the PRS Exemptions Register.
Keep supporting evidence, such as documentation relating to the reason for the exemption and any improvement work considered or completed. Don’t rely on an informal note in your property file or assume that an exemption applies automatically. The register is the formal record.
Take particular care that information submitted is accurate and can be supported. The penalty specifically associated with the register concerns false or misleading information, so make evidence and accuracy part of the process from the outset.
5. Know when an updated EPC is, and isn’t, needed
If you make energy-efficiency improvements, you do not automatically need a new EPC just because the work is complete. However, a new assessment can document the improved rating and update the information held on the register. That can be useful when you next market the property or need to demonstrate its current performance.
A new EPC is required if a property is converted into more or fewer dwellings, for example, if a house is divided into flats, or flats are combined into one dwelling. When a project changes the number of dwellings, include the EPC requirement in your completion checklist rather than treating it as an afterthought.
6. Keep the paperwork together
A reliable record makes EPC compliance easier to manage across multiple properties. Keep the certificate, evidence of when it was shared with prospective tenants, improvement documents and any exemption-register information in one accessible place.
If you use a letting agent or property manager, make the handover explicit. Confirm who commissions the EPC, who checks the advert, who sends the certificate and who monitors any property rated below E. A responsibility that is “probably covered” has a habit of becoming nobody’s responsibility.
7. Fit the EPC into your wider property workflow
An EPC is one part of a well-managed letting. It sits alongside inventory reports, check-in records and check-out paperwork, each helping to document a different stage of the tenancy. Arranging property services in a coordinated sequence can make administration simpler and reduce the chance of a document being missed when the property changes hands.
Evestaff Property Inventory Clerks provides EPCs alongside property inventory services, check-in and check-out reports. Evestaff was founded in 2012 and is based in Folkestone, supporting landlords, property managers and letting agencies across London and Kent. Its experienced clerks use modern technology and a meticulous approach to documentation; Evestaff is also an accredited member of ECMK, with EPC assessment supported by ECMK accreditation.
If you’re preparing a property for letting, explore Evestaff’s EPC service and locations covered, including Folkestone and Kent. You can also see how EPCs sit alongside residential property services and inventory reports.
Your landlord EPC checklist
Before marketing or renewing a tenancy, run through these essentials:
- Before advertising: Check whether you have a valid EPC. If not, commission one before marketing and make sure the advert includes the rating.
- At the first enquiry: Provide the EPC free of charge with the first written property details, or by the viewing if that happens sooner.
- Before the tenancy is signed: Ensure the incoming tenant receives a copy.
- Before granting or continuing a tenancy: Check that an in-scope property meets the minimum E rating, or that a valid exemption is registered.
- After improvements or a conversion: Consider whether an updated EPC would document the improved rating, and arrange a new EPC if the property becomes more or fewer dwellings.
- If a local authority contacts you: Review the notice, gather your records and respond promptly.
Following the EPC rules for landlords doesn’t need to be complicated. Put the certificate into your letting workflow, keep clear evidence and check the rating before each relevant tenancy decision. If you’re a new Evestaff customer, you can also receive a 10% discount on your first booking. And if someone in your network could use property support, take a look at the Refer a Friend offer.
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