Renew a compliance record
Add the replacement certificate, enter the new dates and keep the previous compliance record available as part of the property history.
A compliance renewal should create a clear connection between the previous certificate and the new certificate. The previous record should normally remain available rather than being overwritten or deleted.
How compliance renewals work
When a replacement certificate is issued, add the new certificate and dates as the current record while retaining the previous item as historical evidence.
Gas Safety Certificate 2025
Issued 1 August 2025
Expired 31 July 2026
Gas Safety Certificate 2026
Issued 25 July 2026
Expires 24 July 2027
A new certificate does not make the previous certificate valid again. Retain the old dates and create the new renewal record.
Before renewing the record
- Confirm the replacement certificate has been issued.
- Check the property address on the new document.
- Review the certificate type and reference.
- Confirm the new issue and expiry dates.
- Check the result, rating or inspection outcome.
- Review whether remedial work is recorded.
- Confirm the previous record belongs to the same property.
- Prepare the complete document for upload.
- Check whether the certificate should be shared with a tenant.
Open the current compliance record
Open Compliance
Select Compliance from the main Estavo navigation.
Find the property record
Search by property address, compliance type, certificate reference or status.
Open the expiring or expired item
Confirm the record is the one being replaced.
Select Renew
Use the renewal action where available, or create a new compliance record for the same property and type.
Create the renewed compliance record
Confirm the property
Check that the renewal is connected to the same property as the previous certificate.
Confirm the compliance type
Use the same relevant category, such as gas safety, electrical safety or EPC.
Link the previous record
Where available, identify the earlier certificate as the record being renewed.
Enter the new certificate information
Add the new reference, provider, result, issue date and expiry date.
Upload the replacement document
Attach the complete new certificate or report.
Save the renewal
Confirm the new record becomes the current item without deleting the previous history.
Enter the new record details
Do not copy the previous certificate dates into the renewal. Check the replacement document carefully before saving.
Upload the renewed certificate
Select Upload Document
Open the attachment area in the renewed record.
Select the new certificate
Choose the final and complete replacement file from your device.
Add a clear document title
Include the compliance type, property and issue year.
Review sharing settings
Confirm whether the new certificate should be available in the Tenant Portal.
Open and verify the upload
Confirm every page is readable and the document belongs to the selected property.
Retain the previous compliance record
- Keep the previous certificate reference.
- Retain its original issue and expiry dates.
- Keep the historical supporting document.
- Mark the earlier record as expired, replaced or historical where supported.
- Confirm the new renewal is marked as current.
- Retain previous notes, contractor details and activity.
- Avoid deleting a record solely because it has expired.
The previous certificate may still be relevant to earlier tenancy periods, inspections, audits or property records.
Review the renewed compliance status
- Confirm the new record is linked to the correct property.
- Check the compliance type.
- Review the issue and expiry dates.
- Confirm the replacement certificate is attached.
- Check the new record displays as valid or current.
- Confirm the previous record remains available.
- Check the previous record is no longer shown as current.
- Review the overall property compliance status.
Review reminders and diary entries
Close the old reminder
Complete or remove the reminder connected to the previous certificate expiry.
Create the next renewal date
Add the date for beginning the next renewal process.
Check the next expiry
Confirm the renewed certificate has the correct future expiry date.
Review portfolio warnings
Confirm the property no longer appears within the expired or overdue list.
Correct an incorrect renewal
Open the renewed record
Confirm the property and certificate before editing.
Review the uploaded document
Verify the correct reference, issue date and expiry date from the certificate.
Edit the incorrect fields
Correct the dates, provider, result or document details.
Replace the document if necessary
Replace the file only where the wrong or incomplete document was uploaded.
Save and review the status
Confirm the renewed and previous records are displayed correctly.
Common compliance renewal problems
The renewal still shows expired
Check the new expiry date and confirm the renewed record is marked as current.
The previous record disappeared
Check archived or historical records and confirm it was not deleted during the renewal.
Both records show as current
Mark the earlier record as replaced, expired or historical while retaining its information.
The new certificate is attached to the old record
Move or re-upload it to the renewed compliance record.
The property still appears non-compliant
Review all required compliance types and check whether another item remains missing or expired.
The old reminder remains active
Complete the previous reminder and check the new renewal date has been created.
The compliance record is renewed
The next guide explains how to review the compliance status of individual properties and your wider portfolio.
Continue to compliance status