Scottish Short-Term Let Licence Renewal Checklist: Documents Hosts Forget to Update

Short-term let licence renewal has a way of looking calm until one document is out of date.

The official Scottish guidance is not mysterious, but it is spread across enough certificates, reports, listing details, and guest information that small gaps can hide for months. This checklist is for the ordinary host who wants to do a sensible sweep before renewal season, not the night before an application is due.

Gas safety certificate

If the accommodation has gas, mygov.scot says you must have a Gas Safety Certificate dated within the last 12 months. Scottish Government host guidance also says gas safety inspection is your responsibility each year if your licence lasts for more than one year.

If the property has no gas connection or private storage tank, record that clearly too. A missing certificate and a not-applicable certificate can look the same in a messy folder, but they are very different situations.

Electrical Installation Condition Report

You need an Electrical Installation Condition Report for fixed installations. Scottish Government guidance says electrical safety inspections must be carried out at least every five years, or more often if the competent person directs it.

The renewal risk here is usually timing. A five-year certificate feels comfortably far away until it lands in the same month as insurance, PAT testing, and a busy booking period.

Portable Appliance Testing

mygov.scot says you must have a Portable Appliance Testing Report for moveable appliances guests can access, with inspected items labelled.

This is one of those documents that can become stale because it is tied to the contents of the property, not just the property itself. If you add appliances, replace lamps, or change kitchen equipment, make sure the evidence still matches what guests actually use.

EPC and listing details

If you let out an entire house or flat, mygov.scot says you need an EPC. If an EPC is required, it must be dated within the last 10 years and the rating must be displayed in all adverts for the accommodation.

Scottish Government guidance also says listings and adverts must include the licence number, maximum occupancy, and EPC rating where required. That applies to your own website as much as platforms. One updated certificate is not enough if the old rating is still sitting in a listing somewhere.

Insurance

The mandatory document list includes buildings insurance valid for the duration of the licence and public liability insurance valid for the duration of each short-term let agreement.

Insurance is easy to file and forget. Check the renewal date, the insured address, the business/activity wording, and whether the policy evidence is the current schedule rather than last year's PDF.

Fire, furniture, and guest information

mygov.scot says the accommodation needs adequate heat, smoke, and carbon monoxide alarms, and that furniture and furnishings must meet required safety regulations. You must be able to prove this with evidence such as labels, receipts, or photographs.

Scottish Government guidance also says guests must be able to access key information in the premises, including a certified copy of the licence and conditions, fire/gas/electrical safety information, emergency contact details, and copies of the gas safety report, EICR, and PAT report.

That means renewal prep is not only about uploaded files. It is also about what guests can actually see when they arrive.

A quick renewal sweep

Before you renew, check:

• licence expiry date and renewal window
• gas safety date or no-gas evidence
• EICR date and next inspection deadline
• PAT report and labels
• EPC date and rating on all listings
• buildings and public liability insurance dates
• fire risk assessment and alarm checks
• furniture evidence, especially after replacements
• guest folder or digital guest information
• licence number and maximum occupancy on adverts

Where to check the official position

Start with mygov.scot's legal requirements for short-term let accommodation and the Scottish Government guidance on responsibilities after obtaining a licence.

Councils can add local conditions, so the final check should always be your own council's short-term let licensing page.