Free EICR Expiry Tracker Spreadsheet for Electricians
A free, ready-to-use spreadsheet for tracking EICR expiry dates across your landlord portfolio. Download the CSV — or upload it straight into Recurvia for automated reminders.
If you've been carrying out EICR work for landlords without a proper tracking system, the first step is the same whether you stay manual or move to software: get every certificate into one structured spreadsheet.
This post gives you a free CSV template, ready to download. It has the right columns to track every renewal cycle properly — and as a bonus, when you're ready to stop chasing reminders by hand, the same file imports straight into Recurvia without any reformatting.
Download the free EICR expiry tracker (CSV)
The file opens cleanly in Excel, Numbers, Google Sheets, and Apple Numbers. Below: what's in it, how to use it well, and where it stops working as your portfolio grows.
What's in the Template
The template has eleven columns, designed to capture everything you need for a working renewal cycle without bloating into fields you'll never fill in.
Landlord details
landlord_name— first and last namelandlord_email— the address you'll send reminders tolandlord_phone— for booking calls once they've replied
Property details
address_line_1address_line_2(flat number, building name, or blank)citypostcodeproperty_type—flat,house, orhmo. HMOs and older properties tend to renew more frequently, and tracking the type helps you spot which renewals are highest-value.
Certificate details
certificate_type—eicrfor now; the same template handlespatandfire_alarmif you decide to track those too laterissued_date— the date the inspection was carried out (YYYY-MM-DD)expiry_date— typically issued_date + 5 years for residential EICR, sooner if the previous report flagged remedial work or if it's an HMO with shorter renewal cycles
Revenue tracking
estimated_renewal_value— what you'd typically charge to renew this certificate. Optional, but populating it is what turns the spreadsheet from a checklist into a pipeline. When you sort by upcoming expiry, you can see exactly how much guaranteed work is coming up in the next quarter.
The file ships with ten sample rows so you can see the shape of a populated tracker. Delete those rows and replace them with your own data, or use them as a reference while you copy your back catalogue across.
How to Use It Well
The columns alone don't track anything. The habits around them do. Three rules separate a tracker that works from one that quietly stops getting checked.
Rule 1: Add new certificates the same day you issue them.
The most common point of failure is the gap between issuing a certificate and remembering to log it. By the time you're back at your desk that evening, the job feels done, the invoice is in the system, and the tracker doesn't get touched. A week later you've moved on entirely.
The fix is to make logging part of the same workflow as invoicing. Every certificate gets a row in the tracker before the invoice gets sent. That single rule plugs the largest leak in any manual system.
Rule 2: Set up conditional formatting on the expiry column.
In Excel or Google Sheets, select the expiry_date column and add three conditional formatting rules:
- Red: date is in the past (already expired — chase immediately)
- Amber: date is within the next 90 days (your active reminder window)
- Green: date is more than 90 days away (no action needed)
This turns the spreadsheet from a flat list into a visual queue. When you open the file, the work you need to do is colour-coded for you — no scanning, no filtering, no remembering which dates matter.
Rule 3: Block out a fixed slot every month for the tracker.
The first Monday of every month, before any other work, open the tracker. Every row that's gone amber since the last review gets a reminder email sent the same day. Every row that's gone red gets a phone call, not just an email — at that point the urgency justifies a more direct touchpoint.
If the slot moves around, it stops happening. Pick a recurring time in the diary and protect it.
Where the Spreadsheet Stops Working
A well-maintained tracker covers most sole traders comfortably up to fifteen or so active certificates. Beyond that, three problems start to bite.
The discipline tax gets too high.
When you've got thirty certificates in the tracker and three to five amber rows on any given Monday, manually drafting a personalised reminder for each one takes well over an hour. After a couple of busy months, the slot starts getting skipped. After six months, the tracker has drifted from accurate to "mostly accurate" — and a 90% accurate tracker is just a slightly slower way to lose work.
Single-touchpoint reminders cap your reply rate.
A spreadsheet only ever lets you send one email per landlord, because tracking a 90-day, 30-day, and 7-day cadence by hand across thirty active landlords requires a level of discipline that almost nobody actually sustains. You end up sending one reminder per renewal — which is better than none, but recovers maybe half the work that a three-stage cadence would.
The maths on this is significant: at thirty certificates, the difference between a one-touch and a three-touch cadence is often three to five additional bookings per year. At £250 a job, that's a meaningful number.
Replies still get lost in a busy inbox.
Even if you remember to send the reminders on time, a landlord reply that arrives during a busy week can disappear under operational noise. There's no system separating "renewal reply ready to book" from "agent chasing about a fault" — they all hit the same inbox.
When You're Ready to Upgrade
The same CSV you've been maintaining imports straight into Recurvia — that's the whole point of the column structure above. No reformatting, no remapping. Drop the file into the importer and your full back catalogue is loaded.
From there, the platform takes over the parts that don't scale: it surfaces upcoming expiries automatically, sends a three-touchpoint cadence at 90, 30, and 7 days before each renewal in your name and from your business, and routes landlord replies straight to your inbox. You go back to doing the parts of the job that actually need you — visiting the property, carrying out the work, booking the next one — instead of running the admin that keeps the pipeline alive.
The free plan covers your first five reminder sends with no card required. For a portfolio bigger than five active landlords, Lite or Pro plans unlock unlimited EICR renewal reminders. On Pro, the same cadence runs automatically for PAT testing and fire alarm inspections, so you're not tracking three separate spreadsheets for three certificate types.
A Note on Switching Costs
If you've been running EICRs for a few years without a tracker, your back catalogue isn't on a spreadsheet yet — it's in your invoicing software. The fastest way to populate this template is to export the last three years of invoices, filter for EICR jobs, and copy the relevant fields into the CSV.
That exercise typically takes an electrician one focused afternoon and reveals two things: how much guaranteed renewal revenue is coming up in the next eighteen months, and how many certificates have already lapsed without a follow-up. The second number is the cost of the system you didn't have. The first is what you're now in a position to recover.
The companion post on tracking EICR expiry dates without losing renewal work walks through the audit step in detail if you want a step-by-step approach.
Download the free tracker (CSV) • Or upload it straight into Recurvia — free, no card required