What should an HMO landlord keep in a property’s licence file?

Know where to check HMO licensing requirements and organise licence conditions, occupancy records and renewal dates using GOV.UK guidance.

An HMO licence file should make it easy to find the licence, its conditions, expiry date and supporting safety records. GOV.UK says each HMO needs a separate licence where licensing applies, licences last a maximum of five years, and smaller shared properties may also need licensing under local rules. [1]

Check the property, not just the number of bedrooms

GOV.UK describes a large HMO as a property rented to five or more people forming more than one household, where some or all tenants share toilet, bathroom or kitchen facilities and at least one tenant pays rent, or their employer pays it for them. [1]

The same guidance says that smaller properties may still need a licence. Contact the council for the property’s location rather than assuming that fewer than five tenants means no licence is needed.

Keep the actual licence conditions accessible

A general HMO checklist is not a substitute for the conditions on your own licence. GOV.UK says councils may impose additional conditions and that the property must be suitable for its number of occupants. [1]

A useful working file could contain:

The current licence and the property it covers.
Its expiry date and your renewal correspondence.
The occupancy permitted by the licence.
A copy of each condition, with notes on outstanding actions.
Safety records and correspondence sent to the council.

These are practical organisation suggestions. Check the actual licence and the council’s instructions for what you must supply.

Do not assume every licence lasts five years

Five years is the maximum stated in GOV.UK guidance, not a guarantee that your licence runs for that long. The guidance says to renew before it expires. [1] Record the date on the actual licence and check the council’s application process in advance.

For multiple HMOs, repeat this at property level. A portfolio-wide reminder is only useful if you can identify the particular licence and condition behind it.

How software can help manage multiple HMOs

When each HMO has its own licence, conditions and occupancy limits, a property-level record system becomes more useful than a single generic checklist. Features worth comparing include:

Licence and condition storage: attach the licence PDF, conditions and council correspondence to the correct property so nothing is mixed up.
Occupancy notes: record the number of households and occupants permitted, separate from tenancy records.
Safety-certificate tracking: gas safety, EICR and fire-safety reminders tied to each HMO with its own renewal dates.
Room-by-room records: keep room sizes, amenities and inspection notes for council licence renewals.
Maintenance and tenant messaging: log repairs, communal-area issues and tenant communications with a full history.
Document scanning: upload safety certificates and let the scanner extract dates, provider and reference numbers.

These features support organisation; they do not grant an HMO licence or replace the council’s requirements.

Make the next action easy to find

Choose one HMO and check whether you can quickly locate its licence, expiry date and any unresolved conditions. If that means searching several inboxes, bring the references together before the next review.

See LetSentry’s HMO landlord software and related tools for a property-record workflow to compare with your current approach.

Does keeping records replace an HMO licence application?

No. The council determines licensing requirements and licence conditions. Using a record-keeping tool does not grant a licence or establish compliance.

General information for England, not legal advice. Confirm your property’s requirements with its council.

Sources: - GOV.UK — House in multiple occupation licence (accessed 2026-09-20): https://www.gov.uk/find-licences/house-in-multiple-occupation-licence

Published: 2026-09-20.

Last reviewed: 2026-09-20.

General summary; not legal advice.