EICR Renewal Reminder Letter Template for Landlords (Free Download)
Every electrician has the same problem: you completed an EICR for a landlord two or three years ago, the certificate is about to expire, and you haven't heard from them since. You know the renewal job is there. You just need to chase it.
The trouble is, chasing feels awkward — and most electricians don't do it systematically. The landlord doesn't book anyone else; they just forget. The certificate lapses. You lose the job to whoever happens to be standing in the right place at the right time.
A well-timed reminder letter changes all of that. Here's one you can use right now.
The Template
Copy the text below and adapt it to your business. Send it 60 days before the EICR expiry date — that gives landlords enough notice to plan but keeps it fresh in their mind.
Subject: Your EICR certificate at [Property address] — renewal due [Month Year]
Hi [Landlord first name],
I hope you're well. I'm getting in touch because I carried out the Electrical Installation Condition Report (EICR) at [property address] back in [month/year], and the certificate is due for renewal around [expiry month/year] — in approximately [X] weeks.
As a landlord in England, you're legally required to have a valid EICR every five years (or sooner if the report recommended it). An expired certificate can invalidate your landlord insurance and put you at risk of a council fine of up to £30,000.
I'd be happy to carry out the renewal inspection for you. The work typically takes [X hours] and I can usually arrange a visit within [X] working days. If the property is tenanted, I'm happy to liaise directly with the tenant to arrange access.
Reply to this email or call me on [your phone number] and I'll get a date in the diary.
Many thanks,
[Your name]
[Your business name]
[Your phone number]
[Your email address]
[NICEIC / NAPIT registration number, if applicable]
Why 60 Days?
Sixty days hits a sweet spot. Any earlier and the landlord files it away and forgets; any later and they may have already found someone else, or the urgency of a near-expiry makes them feel pressured. Sixty days gives them time to act without feeling rushed, and it gives you a follow-up window if they don't respond.
Send a second reminder at 30 days if you haven't heard back. A third at 14 days is optional but effective for landlords who own multiple properties and have a lot of admin on their plate.
What to Include (And What to Leave Out)
Always include:
- The specific property address — landlords often own several; a vague "your EICR" will confuse them
- The approximate expiry date — create the urgency
- A clear legal reminder — landlords respond to compliance risk more than they respond to convenience
- Your contact details in the sign-off — don't make them search for a way to reply
Leave out:
- Your full price list — save the quote for the call
- Multiple service offerings — keep it focused on the one job
- Anything that looks like a bulk marketing email — this should read like a personal note from their electrician
Personalisation Makes the Difference
A template is a starting point. The electricians who get the highest reply rates add two or three genuinely personal details:
- Reference the exact date of the last inspection, not just the month and year
- Mention if there were any observations or remedial notes from the previous report ("I noted at the time that the consumer unit was reaching the end of its serviceable life — happy to give you an update on that when I'm next in")
- If you know the tenant is still in situ, acknowledge it ("I understand [tenant name] is still at the property — happy to arrange access around their schedule")
These details prove you're not a random contractor. You're their electrician.
The Problem with Doing This Manually
The template above works. But here's the reality of running it by hand:
You need to know when each certificate expires. That means either tracking it in a spreadsheet (which most electricians don't maintain consistently) or relying on memory (which fails). You need to remember to send the email at the right time. You need to follow up. You need to do this across every landlord in your portfolio, for every certificate type, without missing anyone.
Most electricians don't. Not because they're disorganised — they're busy. And every missed reminder is a renewal that goes to someone else, or doesn't happen at all.
How Recurvia Handles This Automatically
Recurvia stores your EICR certificates and sends timed reminder emails to your landlords on your behalf — using your name, your business name, and your contact details. The landlord receives what looks and reads like a personal email from you. When they reply, it goes straight to your inbox.
You don't need to remember the expiry dates. You don't need to draft the emails. You don't need to chase.
The free plan covers your first five reminder sends with no card required. If you carry out EICR work for more than five landlords, upgrading to Lite or Pro gives you unlimited sends and, on Pro, automated reminders for PAT testing and fire alarm inspections too.
Frequently Asked Questions
Do I legally have to notify landlords before their EICR expires?
No — the legal obligation to have a valid EICR sits with the landlord, not the electrician. But practically, many landlords don't track expiry dates. Reminding them is good service, not a legal duty.
What if the landlord is already using another electrician?
That does happen. In practice, landlords who receive a professional, timely reminder from their previous electrician almost always re-engage with them. The reminder reasserts your relationship and makes it easy for them to say yes.
Should I mention the fine in the email?
Yes — but frame it as useful information, not a threat. The template above ("puts you at risk of a council fine of up to £30,000") is factual and neutral. Landlords appreciate being informed; they don't appreciate being scared into booking.
What if I don't know the landlord's email address?
That's the right question to ask when you complete the original EICR. Add it to your job sheet or invoice. If you don't have it, a letter to the property address works — though the open rate is obviously lower.
Can I use this template for PAT testing and fire alarm inspections too?
Yes, with minor edits. Swap "EICR" for the relevant certificate type, update the legal context (PAT doesn't carry the same statutory obligation as EICR for residential landlords, but it's still best practice), and adjust the frequency — PAT is typically annual rather than five-yearly.
Recurvia automatically sends renewal reminders to your landlords before their EICR, PAT, and fire alarm certificates expire — in your name, so they reply directly to you. See how it works or start free.