HMO Licence Renewal – When, How & What to Do If You Miss the Deadline

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Key Takeaways

• HMO licences last five years – your renewal date is on your licence document.
• Start the renewal process 4–6 months before expiry – councils need time to inspect and process.
• Renewal fees are typically 10–20% lower than first‑time application fees.
• If you miss the deadline, you’re operating without a licence and risk a £30,000 fine.
• Standards may have tightened – fire doors, EICR, and room‑size rules are stricter now than five years ago.

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Introduction – The Renewal Trap

A landlord in Portsmouth thought his HMO licence renewal was “just a formality.” He applied two weeks before expiry, assuming it would be rubber‑stamped.

Instead, the council inspected, found his fire doors didn’t meet the new 2023 standards, and refused the renewal. While he upgraded the doors, his licence lapsed. He was fined £12,000 for operating without a licence and had to repay three months’ rent to his tenants.

Find a vetted HMO contractor or fire-safety installer near you →

HMO licence renewal is not automatic. It’s a full re‑application, with updated checks and often stricter rules.

This guide walks you through the renewal process, highlights what’s changed in the last five years, and shows you how to avoid the most common – and costly – mistakes.

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1. When to Renew – The Critical Timeline

Your HMO licence is valid for five years from the date it was granted. The expiry date is printed on the licence document.

The Ideal Renewal Timeline

| Time Before Expiry | Action |

|——————–|——–|

| 6 months | Check your licence expiry date; mark it in your calendar. |

| 4–5 months | Contact the council for the renewal pack; start gathering documents. |

| 3–4 months | Submit your renewal application. |

| 2–3 months | Council inspection (if required). |

| 1 month | Receive your renewed licence. |

| 0 months | Old licence expires; new licence begins. |

Why start so early? Councils can take 8–12 weeks to process renewals, just like first‑time applications. If you leave it until the last month, you risk a gap.

What If You’ve Lost Your Licence Document?

Contact your council’s licensing team. They can look up your licence number and expiry date. Keep a digital copy of your licence in a secure folder (e.g., Google Drive, Dropbox) to avoid this problem.

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2. The Renewal Process – Step by Step

Step 1: Get the Renewal Pack

Most councils will send a renewal reminder letter 3–4 months before expiry. Don’t rely on this – many landlords never receive it.

Proactive step: Visit your council’s website and download the “HMO licence renewal application” form. If you can’t find it, call the licensing team and ask them to email it to you.

Step 2: Gather Updated Documents

You’ll need the same core documents as your first application, but updated:

1. Floor plans – confirm they’re still accurate (no unauthorised alterations).

2. EPC – must be no older than 10 years and still band E or better.

3. Gas‑safety certificate (CP12) – issued within the last 12 months.

4. EICR – issued within the last 5 years.

5. Fire‑risk assessment – reviewed and updated.

6. Property insurance – current certificate.

7. “Fit and proper person” declaration – re‑signed.

New requirement: Some councils now ask for a PAT (Portable Appliance Testing) certificate for any appliances you supply. Check your renewal pack.

Step 3: Complete the Renewal Form

The form is usually shorter than the first‑time application. You’ll need to confirm:

• Property details unchanged.
• Number of occupants unchanged.
• Management arrangements unchanged.
• Any new convictions or housing offences since the last licence.

Be honest: If you’ve had a county‑court judgment (CCJ) or a housing‑standards notice, declare it. Councils can find out anyway, and hiding it is grounds for refusal.

Step 4: Pay the Renewal Fee

Renewal fees are typically 10–20% lower than first‑time fees, but not always.

Example:

First‑time fee: £800

Renewal fee: £650 (19% discount)

Payment methods are the same as before (card, BACS, cheque). Some councils offer a payment plan for renewals – ask if you need it.

Step 5: Council Inspection

Many councils inspect every renewal, especially if:

• Your property has a history of complaints.
• There have been changes to the building.
• The licence officer is new and wants to see the property.

Prepare for the inspection as you would for a first‑time application:

• Clean the property.
• Test all smoke alarms.
• Ensure fire doors close properly.
• Have your certificates on site.

Step 6: Decision

If everything is in order, you’ll receive your new licence document 1–2 weeks before the old one expires.

If there are issues, the council may:

• Grant with additional conditions (e.g., “upgrade fire doors within 28 days”).
• Refuse – but this is rare if you’ve followed the process.

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3. What’s Changed in the Last 5 Years?

HMO regulations have tightened significantly since 2019. At renewal, your property must meet today’s standards, not those from five years ago.

3.1 Fire‑Safety Upgrades

• Fire doors – now need to be FD30‑rated (or FD60 in some cases) with self‑closing devices. Older doors may no longer comply.
• Interlinked smoke/heat alarms – required on every floor and in high‑risk rooms (kitchens, living rooms). Stand‑alone alarms may need replacing.
• Emergency lighting – increasingly required in HMOs with complex escape routes.

3.2 Electrical Safety

• EICR is now mandatory for all private rentals (since July 2020). Your old licence might not have required one.
• RCD protection on all circuits is now standard. Older consumer units may need upgrading.

3.3 Room Sizes

• The minimum room sizes (6.51 m² for a single adult) are now strictly enforced. A room that passed in 2019 might now be too small if measuring methods have changed.

3.4 Licensing Schemes

• Your council may have introduced additional licensing or selective licensing since your last licence. Your property could now fall under a new scheme, even if it didn’t before.

Action step: Review your council’s current HMO licensing policy before you renew.

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4. What If You Miss the Renewal Deadline?

If your licence expires and you haven’t renewed, you are operating without a licence. This is a criminal offence.

The Grace Period Myth

Some landlords believe there’s a “28‑day grace period.” There isn’t. The law is clear: you must have a valid licence at all times.

Steps to Take If You’ve Missed the Deadline

1. Stop letting the property immediately – you cannot lawfully collect rent.

2. Contact the council – explain the situation and submit your renewal application that day.

3. Expect a penalty – the council may issue a civil penalty (up to £30,000) or prosecute. Being proactive can reduce the fine.

4. Consider temporary relocation – if you have tenants, you may need to move them out until the licence is renewed (seek legal advice).

Real‑world example: A landlord in Nottingham missed his renewal by three days. The council fined him £5,000 and ordered him to repay six weeks’ rent (£2,800). Total cost: £7,800.

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5. Renewal vs New Application – Key Differences

| Aspect | Renewal | New Application |

|——–|———|—————–|

| Fee | Usually 10–20% lower | Full fee |

| Forms | Shorter; focuses on changes | Lengthy; full details |

| Inspection | Often, but not always | Always |

| Processing time | Slightly faster (6–10 weeks) | 8–12 weeks |

| Risk of refusal | Lower (if compliant) | Higher |

Bottom line: Treat renewal with the same seriousness as a first‑time application.

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6. Checklist – Your HMO Licence Renewal Timeline

Use this checklist to stay on track:

• [ ] 6 months before expiry – Note the expiry date; set calendar reminders.
• [ ] 5 months before – Check council website for renewal pack.
• [ ] 4 months before – Order updated certificates (EPC, gas safety, EICR).
• [ ] 3 months before – Submit renewal application and fee.
• [ ] 2 months before – Prepare for inspection (test alarms, check fire doors).
• [ ] 1 month before – Follow up with council if you haven’t heard.
• [ ] 1 week before – Receive new licence; display it in the property.
• [ ] Expiry day – Old licence becomes invalid; new licence is active.

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7. How to Ensure a Smooth Renewal

1. Keep a “licence folder” – digital or physical – with all documents, correspondence, and inspection reports.

2. Schedule annual checks – every year, review fire safety, electrical safety, and gas safety. Fix issues before they become renewal problems.

3. Join a landlord association – NRLA or local accreditation scheme. They often send renewal reminders and offer template letters.

4. Use a property‑management system – tools like Arthur Online or Rentila can track licence expiry dates and send alerts.

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Next Steps – Don’t Wait Until It’s Too Late

1. Find your HMO licence – check the expiry date.

2. If expiry is within 6 months, start the renewal process now.

3. If expiry has passed, contact the council immediately and seek legal advice.

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Download Your Free Compliance Checklist

Renewing your HMO licence is just one part of ongoing compliance. To make sure you’re covering all your legal duties, download our free Property Compliance Checklist.

It includes:

• ✅ HMO licence renewal timeline
• ✅ Document‑update tracker
• ✅ Council‑contact template
• ✅ Post‑renewal action list

→ [Download the Property Compliance Checklist](https://propertycomplianceuk.co.uk/checklist

Stay legal. Stay profitable.
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