Certifications and Licenses
Overview
Keeping property certifications up to date is one of the most important parts of being a landlord.
From safety certificates to licenses and insurance documents, missing or expired paperwork can create compliance issues and, in some cases, prevent certain legal actions from being taken.
PaTMa helps you store, organise and manage certifications across your portfolio, while also tracking expiry dates and reminding you when renewals are due.
Certificates can also be shared directly with tenants via the Tenant Portal or by email, with optional e-signature confirmation.
Supported Certificate Types
PaTMa supports a wide range of certifications and licenses, including:
- Energy Performance Certificate (EPC)
- Electrical Safety Certificate (EICR)
- Portable Appliance Test (PAT)
- Gas Safety Certificate
- Insurance documents
- HMO License
- HMO Additional License
- Selective License
- Fire Alarm Certificate
- Emergency Lighting Certificate
- Warranties
- Maintenance certificates
If your document doesn't fit a specific category, you can use Other Certificate / License.
Before You Begin
Before adding certifications, you'll need to add the relevant property to your portfolio.
You'll also need a scanned or digital copy of the certificate ready to upload.
During tenant onboarding, the Tenancy Checklist will prompt you to upload required documents automatically.
You can also add or update certifications manually at any time.
Adding a Certification
Open the relevant property from Your Portfolio and navigate to the Certificates / Licenses tab.
Any missing required certifications will be highlighted in red, making it easy to see what needs attention.
From here, select the certificate type you want to add.
Adding an EPC
EPCs use a slightly simplified form.
Select Add EPC.
You'll need to upload the certificate and enter:
- Issue Date – The date shown on the EPC
- Rating – The property's EPC rating
Once saved, the EPC will be stored against the property and can be made available to tenants.
Adding Other Certificates or Licenses
All other certificate types use a standard upload form.
For example, selecting Add EICR opens the certificate upload form.
You may be asked to provide:
- Certificate Type – The type of document being uploaded
- Label – Optional label for documents such as insurance
- Supplier – The company or contractor that issued the certificate
- Valid From – When the certificate becomes valid
- Valid For / Expires – How long the certificate remains valid
- Expense Link – Optional link to an existing expense record
- Certificate File – Upload the document
- Replacing – Link to a previous certificate if this is a renewal
You also have tenant-sharing options:
- Available to tenants on the Tenant Portal – Allows tenants to view or download the document
- Send this certificate to all current tenants – Emails the certificate immediately
- Request confirmation e-signature – Lets tenants confirm receipt digitally
Once complete, select Save.
Sharing Certificates with Tenants
PaTMa makes it easy to provide important documentation to tenants.
Depending on the certificate type, you can:
- Make it available in the Tenant Portal
- Email it directly to current tenants
- Request confirmation via e-signature
This helps create a clear record showing when documents were delivered and acknowledged.
Add Documents from Inbox
Already emailed the document to PaTMa?
You can also upload certificates directly from your Document Inbox, without needing to upload the file again manually.
This is especially useful for certificates sent to you by contractors or suppliers via email.
Reminders and Renewals
One of the biggest advantages of storing certificates in PaTMa is automatic renewal tracking.
As certificates approach expiry, PaTMa can send reminders so you have time to renew them before they lapse.
This helps reduce compliance risk and ensures important certifications don't get missed.
A Quick Tip
Many landlords upload certificates as soon as they receive them rather than waiting until renewal deadlines approach.
Keeping certificates up to date as you go makes compliance much easier to manage, especially across larger portfolios.