UK Business Compliance Calendar: Licences, Insurance and Certificates to Renew Each Year
A business compliance calendar is a single year planner that lists every licence, certificate, fee and insurance policy your business must renew, with the date it is due and an alert ahead of it. Most UK businesses cannot use a ready made calendar, because the dates are set by your policy start date, your inspection history and your council. What you can copy is the structure: sort every renewal by how often it comes round, then place your own dates on the year. This guide shows how, using intervals taken from GOV.UK and the Health and Safety Executive (HSE).
What is a compliance calendar?
It is a dated list of everything that can expire, lapse or need paying for, organised so you see it before it bites. It covers legal requirements such as employers' liability insurance, and also commercial ones such as client insurance requirements and software licences. Unlike a general contract tracker, it includes items that never appear on a supplier invoice, like a fire risk assessment review.
Which renewals come round every year?
These are the annual items most small businesses will find on their list.
| Renewal | What the official source says |
|---|---|
| Vehicle MOT | After the first test, the pass date sets the next expiry one year, less a day, on (GOV.UK) |
| Landlord gas safety check | Every 12 months from a Gas Safe registered engineer (HSE) |
| Premises licence annual fee (England and Wales) | Most premises licences have no end date, but an annual fee is payable to your council (GOV.UK) |
| Insurance policies | On your own policy renewal date. Employers' liability is required as soon as you employ staff, with cover of at least £5 million (GOV.UK) |
| Vehicle tax | Check the DVLA reminder. Even exempt vehicles must be taxed (GOV.UK) |
Your data protection fee to the Information Commissioner's Office (ICO) also belongs on the calendar if you handle personal information. We have not quoted its amount or cycle here, so take the date from the ICO.
Which renewals come round every few years?
| Renewal | Interval |
|---|---|
| Electrical installation inspection for rented homes | At least every 5 years (GOV.UK) |
| Energy Performance Certificate (EPC) | Valid for 10 years (GOV.UK) |
| First vehicle MOT | By the third anniversary of registration (GOV.UK) |
| Landlord exemptions on the PRS Exemptions Register | Generally last 5 years, with one temporary exemption lasting 6 months (GOV.UK) |
Which renewals have no fixed date?
Some duties are real but have no number attached. GOV.UK says the responsible person must carry out a fire risk assessment and review it regularly, and does not give a fixed date. For these, choose a sensible interval, write it into the calendar and add an extra review after any change to the premises, the staffing or the layout. The same goes for portable appliance testing and equipment servicing: set a schedule and record it.
How do I build my own calendar?
- List everything. Go through your insurance folder, your email, your bank statements and each certificate on the wall.
- Record the same details for each item: what it is, who issues it, the due date, the cost, where the document is saved and who owns it.
- Sort by interval: annual, every few years, no fixed date.
- Place each item on the year. A month view helps you spot busy months, for example several insurance policies renewing together.
- Add alerts. Set the first one at least 30 days ahead for policies and fees, and longer for anything needing an inspection or an appointment.
- Keep a review habit. Check the calendar once a quarter and add anything new, such as a new vehicle or an employee.
Can I renew early without losing my renewal date?
Sometimes. For an MOT you can test up to a month, less a day, before expiry and keep the same date. For a landlord gas safety check, HSE says you can carry it out up to 2 months early and keep the original deadline. Other items vary, so ask the issuer before renewing early.
How far ahead should I set reminders?
At least 30 days for insurance and fees, so there is time to compare quotes. For anything involving an engineer, assessor or inspection, allow long enough to book it. MyRenewals sends email alerts ahead of each date.
Is it a legal requirement or best practice?
It depends on the item. Employers' liability insurance, vehicle MOT and landlord gas safety checks are legal requirements in the situations GOV.UK and HSE describe. Public liability insurance and trade memberships are often required by clients or contracts rather than by law, so read your contracts. The calendar itself is best practice.
Where can I get a template?
Start with our free contract renewal template, which uses the same columns of date, supplier, cost and notice period. Our renewal checklists give the items by sector, starting with the small business compliance checklist. For the method behind tracking, read how to track contract renewals, and see contracts small businesses forget to renew for the commercial ones that quietly auto-renew. The glossary entry on licence renewal defines the term.
If you would rather not rebuild a spreadsheet every year, MyRenewals holds each renewal with its date, supplier, value and notice period, and emails you before it is due. The Free plan covers up to 10 renewals, Starter is £9 a month for up to 100 and Professional is £19 a month for up to 1,000.
Frequently asked questions
What should be on a business compliance calendar?
Every licence, certificate, registration, fee and insurance policy that can expire or needs paying, each with a due date, an owner and a reminder.
How often should I update my compliance calendar?
Review it once a quarter, and whenever you hire staff, buy a vehicle, move premises or sign a new contract.
Do I need a different calendar for each site?
It helps to give each site or property its own rows in one calendar, so you can filter by location and still see the whole business.
Is there a free template?
Yes. The MyRenewals contract renewal template is a free download, and the Free plan tracks up to 10 renewals.