Think about everything that happens between a gas safety certificate approaching its expiry and a new one being safely filed away. Someone has to notice it's due. Someone has to contact the landlord. The landlord has to decide whether they're arranging the renewal or whether the agency should handle it. A contractor has to be booked. Access to the property has to be arranged. The work has to be done. The certificate has to be collected. And the tenants need to receive their copy.
That's a lot of "someone has to" for every single property, every single year.
For most agencies, this process lives in a combination of diary reminders, email chains, phone calls, and sticky notes. It works — but it relies on people remembering, following up, and not letting anything slip between the cracks. When you're managing a growing portfolio, it becomes a significant time commitment.
We built LetAdmin's compliance automation to handle the routine parts of this process automatically, so your team can focus on the parts that actually need a human.
The Whole Process, Start to Finish
Here's what happens when you have LetAdmin's compliance automation set up. No spreadsheets, no diary reminders, no manual chasing.
Two Months Before Expiry: The Clock Starts
LetAdmin scans your portfolio every day, looking for certificates approaching their expiry date. By default, the system starts taking action 60 days before a certificate expires — and there's a good reason for that. A gas safety certificate can be renewed up to two months early, and the new certificate's expiry still runs from the date the old one was due. Your landlord doesn't lose a single day of coverage by renewing early, and your agency gets a comfortable window to get everything organised.
What happens next depends on the landlord's preferences, which you set once per landlord and then forget about.
Contacting the Landlord
If a landlord has opted in to receive reminders — and most will — LetAdmin sends them a professional email explaining that their gas safety certificate is due for renewal. The email presents clear options for the landlord to choose from, and you have full control over what those options are.
The options you configure will generally fall into two categories:
- Options that create a job — the landlord is asking your agency to arrange the renewal. Maybe it's a straightforward gas safety check, maybe it's a certificate plus a boiler service. Whatever options make sense for your agency, you define them. When the landlord picks one of these, LetAdmin automatically creates a job and starts the contractor booking process.
- An option where the landlord takes responsibility — the landlord wants to arrange the renewal themselves, using their own contractor.
The landlord clicks their choice, and LetAdmin records their response and moves the process forward. No phone tag. No waiting for callbacks. No ambiguity about what was agreed.
If the landlord doesn't respond within the deadline — seven days by default — LetAdmin handles that too. Depending on your agency's settings, it either books a contractor automatically or raises an alert for your team to decide.
When the Landlord Says "I'll Handle It"
Some landlords prefer to manage their own gas safety checks. That's fine — but it doesn't mean LetAdmin stops paying attention.
The system monitors the property, and if a new certificate hasn't appeared as the expiry date approaches, it chases the landlord with a reminder. If the deadline gets closer still and there's no certificate, LetAdmin escalates to your team so you can step in before the property becomes non-compliant. The landlord gets their independence; you get the safety net of knowing nothing will quietly expire without anyone noticing.
An Intelligent Chase System
This is where LetAdmin really earns its keep. The entire invitation, scheduling, and follow-up process is driven by one thing: how close the current certificate is to expiring. The system doesn't just chase blindly — it adjusts its urgency based on how much time you have left.
Getting the Contractor On Board
Once a job is created — whether from a landlord's request or an automatic booking — LetAdmin sends an invitation to your preferred contractor with everything they need: the property address, the due date, and the access arrangement.
If the contractor doesn't respond, LetAdmin chases them daily until the invitation deadline passes. If the deadline expires without a response, the system doesn't just shrug — it raises an alert for your team, so you can invite a different contractor or take another approach. No renewal falls into a black hole because someone didn't reply to an email.
Getting the Work Scheduled
Once the contractor accepts, the focus shifts to getting a date in the diary. If the contractor hasn't confirmed a scheduled date, LetAdmin sends reminders — and the frequency scales with urgency:
- Four weeks or more before expiry: a weekly nudge
- Two to four weeks: every few days
- Under two weeks: every couple of days
- Under a week: daily
The access arrangement matters here too. If the contractor is arranging access directly with the tenant, they receive the tenant's contact details in every reminder. If access is through your agency, the reminder asks them to get in touch with you. The right information reaches the right people, every time.
Collecting the Certificate
The contractor visits, carries out the inspection, and issues the new certificate. But the process isn't quite finished — you still need the paperwork.
If the scheduled date has passed and no certificate document has been uploaded, LetAdmin chases the contractor for it. The same urgency logic applies — gentle reminders when there's plenty of time, escalating to daily chases as the old certificate's expiry approaches. If the contractor has been chased several times and the document still hasn't appeared, the system escalates to your team so you can chase directly.
Closing the Loop
Once the certificate is in the system, LetAdmin sends a copy to the tenants automatically. A professional email with the certificate attached is delivered to every current tenant at the property. It's a legal requirement to provide tenants with a copy within 28 days — LetAdmin handles it without your team lifting a finger.
And then the loop closes. The compliance dashboard shows the property as covered. The timeline records every step of the process. And two months before the new certificate expires, the whole cycle begins again — without you having to think about it.
Set It Up Once, Then Let It Run
The beauty of this system is in the configuration. You set your preferences once in LetAdmin's gas safety settings:
- How far in advance should the process start? (default: 60 days)
- How long should landlords have to respond? (default: 7 days)
- What options should landlords see in the reminder email? (fully customisable)
- What happens if a landlord doesn't respond? (auto-book a contractor, or alert your team)
- Who's your preferred contractor?
- What's the default access arrangement?
- What should the email to landlords say? (fully customisable template)
Each landlord can also have their own preferences — whether they want reminders at all, and how they prefer access to be arranged. Set it up when you onboard the landlord, and the system respects those choices every year going forward.
What Your Team Actually Has to Do
Here's the honest picture. LetAdmin handles the entire routine workflow automatically — finding expiring certificates, contacting landlords, booking and chasing contractors, collecting the certificate, sending it to the tenants, and logging every step along the way.
Your team does one thing: step in when the system escalates an issue — a contractor who's gone quiet, a landlord who hasn't followed through, or any situation that needs a human judgement call.
That's it. The chasing, the reminding, the "have you booked it yet?" emails, the "where's the certificate?" follow-ups, the tenant notifications — all handled. Your team's time goes to the exceptions and the relationships, not the admin.
What This Saves in Practice
Let's put some numbers on it. Think about everything involved in a single gas safety renewal: checking the expiry date, contacting the landlord, waiting for a response, chasing if they don't reply, booking the contractor, confirming access arrangements, chasing the contractor for a date, following up after the visit, collecting the certificate, sending it to the tenants, filing it. Even at an optimistic estimate, that's around 1.5 hours of cumulative admin time per property, per year.
For an agency managing 100 properties, that's 150 hours a year on gas safety renewals alone. At £17 an hour, that's £2,550 a year — just on one type of compliance.
And that's the optimistic number. Factor in the properties where the landlord doesn't respond, the contractor who cancels, the certificate that goes missing — and the real figure is likely higher.
LetAdmin's founder pricing is £325 a month — £3,900 a year. For that, you're not just automating gas safety. You're getting a complete letting agent platform that handles enquiries, viewings, tenancies, inspections, and more. The compliance automation alone saves your team over half its cost in recovered hours.
Compare that to the traditional answer: hiring another admin. Salary, employer NI, pension, training, holidays — you're looking at over £34,000 a year. LetAdmin costs a fraction of that and works evenings, weekends, and bank holidays without complaint.
But the real saving isn't the money. It's what your team does with their time. In the old model, they're chasing gas safety certificates and typing data into spreadsheets. In the new model, they're building relationships with landlords and tenants — the work that actually grows your business.
People buy people. LetAdmin makes sure yours are available.
Every Step Recorded
One last thing that matters more than you might expect: every action in the compliance process is logged in the property's timeline. Every reminder sent, every landlord response, every contractor chase, every certificate received.
If a landlord disputes what happened, if a local authority asks about your compliance process, if you simply need to remember what was agreed six months ago — it's all there. Not in someone's email inbox. Not in a filed-and-forgotten spreadsheet. In one clear, chronological record that any member of your team can access.
We built this because we know compliance admin is one of the biggest time drains for letting agencies — and one of the biggest sources of risk when it slips. If you're spending hours every month chasing gas safety renewals, we'd love to show you how LetAdmin can take that off your plate. Join the priority list for founder pricing, or get in touch and tell us about your portfolio.