Hospitality and Food Business Renewal Checklist UK
A pub, cafe, restaurant or takeaway in the UK has a mix of fixed dates and rolling duties: the premises licence annual fee, food hygiene inspections, a fire risk assessment that is reviewed regularly, gas and electrical safety, music licences and insurance. This checklist sets out what each one is, who issues it and what to watch for, so you can put every date in one place. The premises licence rules below are for England and Wales (Scotland and Northern Ireland run their own licensing), and the food registration and hygiene rating points also apply in Northern Ireland. It is general information, not legal advice, and local councils differ in how they run things, so always confirm with yours.
What renewals does a hospitality business need to track?
| Item | How often | Who it comes from | If it lapses |
|---|---|---|---|
| Premises licence annual fee (England and Wales) | Every year | Your local council | The licence has no end date for most premises, but the annual fee still has to be paid |
| Food business registration | Register once, update on changes | Your local council | You must register with the local authority wherever you trade |
| Food hygiene inspection and rating | As scheduled by the council | Your local council | Displaying the rating is mandatory in Wales and Northern Ireland, and voluntary in England |
| Fire risk assessment | Review regularly and after changes | You, as responsible person | Fire safety breaches can lead to a fine or prison |
| Gas appliance servicing and safety checks | Check your engineer's schedule | A Gas Safe registered engineer | Safety risk, and insurers may ask for evidence |
| Electrical and portable appliance testing | Set your own schedule and record it | A competent electrician | Weaker evidence of safe equipment |
| Music licences | Check your licence terms | The music licensing bodies, such as PPL PRS | Playing music without a licence |
| Employers' liability insurance | Your policy renewal date | An authorised insurer | Fine if uninsured while employing staff |
| Public liability, buildings and contents, stock insurance | Your policy renewal dates | Your insurer or broker | Cover ends |
Does a premises licence expire?
Usually not. GOV.UK says most premises licences have an unlimited duration, but you will have to pay an annual fee to your local council. That is the part that is easy to forget, because nothing about the licence itself appears to expire. Put the annual fee date in your tracker and set an alert at least 30 days ahead so you can pay it in time. GOV.UK does not state the annual fee amount on its premises licence page, so check your council's current figure. The licence summary must be on display at the premises, and the full licence and its other pages should be kept there too.
What do I need to renew for food hygiene?
You must register your food business with your local authority, wherever you trade from, including a van or a stall. GOV.UK says food businesses are inspected regularly and given a food hygiene rating. Displaying the rating is mandatory in Wales and Northern Ireland and voluntary in England. You must also have a system for managing food safety, and keep traceability records of your suppliers and every business you supply.
There is no renewal certificate to put in a diary here. Instead, track three things: the date of your last inspection, any actions the inspector asked for with their deadlines, and the date you last reviewed your food safety system and training records.
How often should I review my fire risk assessment?
GOV.UK says the responsible person for non-domestic premises, which includes an owner, employer, landlord or occupier, must carry out a fire risk assessment and review it regularly. There is no fixed date to copy, so set your own recurring reminder, and add another one whenever you change the layout, the kitchen equipment or the number of people the building holds. GOV.UK also states you could be fined or go to prison if you do not follow fire safety regulations.
What gas, electrical and music checks are needed?
For gas, ask your Gas Safe registered engineer for their recommended service schedule and record each visit. For electrics and portable appliance testing, there is no single interval we can quote, so agree a schedule with your electrician and put each test in your tracker.
For music, licences from bodies such as PPL PRS have their own terms and renewal dates. Open your licence, note the date and who it covers, and set a reminder. We do not quote the cost or cycle here, because it depends on your premises and how you play music.
What insurance renewals matter most?
If you employ anyone, GOV.UK says you need employers' liability insurance of at least £5 million from an authorised insurer, and being uninsured can mean a fine of £2,500 for each day you are not covered. Alongside it, most hospitality businesses carry public liability, buildings and contents, and stock cover. Policies often renew on different dates, so list every one. Our guide to avoiding auto-renewal traps explains how to catch policies that roll over without a review.
How do I keep all these dates in one place?
Write each item down with its date, who it is with, the amount, and where the paperwork is kept. A spreadsheet is a start, but it will not warn you. MyRenewals stores each renewal with its date, supplier, value and notice period, and sends email alerts before it is due. The Free plan holds up to 10 renewals, Starter at £9 a month holds up to 100, and Professional at £19 a month holds up to 1,000. You can also use the free contract renewal template. For items every employer has, see the small business compliance checklist, and browse every renewal checklist.
Frequently asked questions
Does my premises licence need renewing every year?
Most premises licences have an unlimited duration, according to GOV.UK, but an annual fee is payable to your local council. Missing the fee is the usual risk.
Do I have to display my food hygiene rating?
It is mandatory in Wales and Northern Ireland and voluntary in England, according to GOV.UK.
How often is a fire risk assessment needed?
GOV.UK says you must review it regularly. It gives no fixed date, so set your own recurring reminder and review after any change to the premises.
Do I need employers' liability insurance for part-time staff?
GOV.UK says you need it as soon as you become an employer, with cover of at least £5 million. Only close family and people based outside England, Scotland and Wales are exempt.