PAT Testing Records: UK Businesses and England’s 5 Year Landlord Rule

Published 13 October 2026 · gribit

Technician testing an appliance and recording results

A compliant PAT testing record identifies the appliance, states a clear pass or fail result, and names the inspector and test date. UK law does not demand a universal annual certificate for every item: it requires dutyholders to keep electrical equipment safe, and records are the evidence that this duty is being met. Landlords face extra retention and supply obligations on top of this general rule.

TL;DR:

A useful record identifies each appliance by asset and location, records its result and any failure reason, and names the competent tester and test date.

In England, landlords must have a qualified person check each appliance every five years and retain records until the next due date or completed check.

An EICR covers a property’s fixed wiring, while PAT records cover portable appliances; holding one does not prove compliance for the other.

Set retest intervals by risk: office equipment can receive longer visual checks, while public facing, frequently moved, or construction site equipment needs closer attention.

Use labels to show the pass result and test date, but leave the next due date off because the dutyholder sets intervals by risk.

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What a proper PAT testing record and certificate include

A usable record goes well beyond a single stamped certificate. Electrical Safety First explains that a useful report normally lists every appliance tested, its individual result, and the reason behind any failure, which makes an itemised register far more persuasive to an insurer or auditor than one generic certificate covering a whole site.

A solid record, at appliance level, should capture:

A unique asset ID and plain description, including appliance class (Class I or Class II).
The site and precise location, so equipment can be traced during a handover or audit.
The visual inspection outcome and, where relevant, the electrical test values and pass or fail result.
The reason for any failure, with photos where useful, plus the remedial action and completion date.
The tester’s name, company and competence level, along with the test instrument ID and a note on its calibration.

Itemised appliance registers give auditors and insurers something they can verify line by line, rather than taking a single certificate on trust, a distinction Electrical Safety First draws out directly in its guidance on report contents.

Labelling helps day to day: a simple pass marker and test date on the appliance lets staff spot anything overdue at a glance. The HSE specifically advises against printing a fixed “next due” date on the label itself, because the dutyholder, not the label, decides the next interval based on how the equipment is used and whether faults have occurred.

Staff member checking a kettle’s PAT test marker

Legal context and landlord-specific rules in the UK

The HSE is clear that the underlying legal duty is to maintain electrical equipment so that it does not cause danger, not to run a blanket annual PAT programme. PAT is one risk-based tool among several, and HSE guidance explicitly rejects treating it as a yearly ritual applied identically to every appliance regardless of use or location.

Landlords carry a more specific obligation. Under Gov, landlords in England who supply electrical equipment must have each item checked by a qualified person at least every five years. The resulting inspection and testing (ISIT) records must be:

Retained until the later of the next due date or the completion of the next check.
Supplied to tenants and relevant authorities on request within the timeframes the guidance sets out, which can mean a matter of days rather than weeks.

It is worth separating two things that get confused regularly. An Electrical Installation Condition Report (EICR) covers the fixed wiring and installation in a property, while in-service inspection and testing (PAT) covers the portable appliances plugged into that installation, such as kettles, lamps and office equipment. A landlord can hold a valid EICR and still be short of compliant PAT records for the appliances supplied with the tenancy, and the two documents answer different questions for an inspector or letting agent.

Practical workflow: how to create and maintain PAT records

Building a compliant system is mostly a matter of sequencing the right steps and recording each one as it happens, much like a thorough reefer pre-trip inspection checklist that ensures nothing is overlooked.

Build an asset register first. Assign a unique ID to every appliance per site and location, noting its class and a short description or serial number.
Run the graduated inspection process. Start with simple user checks, move to a formal visual inspection, and apply combined electrical testing only where the risk profile justifies it, as described in HSG107.
Log every action immediately. Attach contractor reports or calibration certificates to the relevant asset record rather than filing them separately.
Quarantine anything that fails. Record the remedial action taken or confirm disposal, log a retest date where repair is possible, and keep the trail intact for audit purposes.
Hold records until the later of the next due date or the next completed check, matching the retention principle Gov sets for landlords.

When a request comes in from an insurer or local authority, collate everything into a single evidence pack: the appliance register, dated test summaries, failed-item remediation notes and any contractor reports, combined into one PDF. HSG107 sets out model equipment registers that work well as a template for this kind of pack, and digital exports make the job considerably faster than searching through paper files.

Pro Tip: Date-stamp every attachment the moment it’s uploaded, not when you get around to filing it, so the record trail matches reality rather than your admin backlog.

How digital logbooks help manage PAT testing records

A digital logbook platform puts the asset register, test results and attached certificates in one place instead of spread across spreadsheets, paper files and inboxes. It lets businesses separate records by site, attach contractor reports or calibration certificates directly to each appliance, and set automated reminders so a retest date does not get missed when staff change or priorities shift elsewhere.

This suits several everyday situations: a pub group tracking kitchen equipment across multiple sites, a landlord who needs to hand a tenant their ISIT records at the start of a new tenancy, or a shop manager who needs to produce a certificate for an inspector without digging through a filing cabinet.

Whatever tool you choose, it is worth checking it against a short list:

Does it support an itemised register rather than one blanket entry per visit?
Can you attach certificates and contractor reports directly to each asset?
Does it offer role-based access so the right staff can update records?
Can you export a complete evidence pack on demand?

What insurers and licensing officers expect from PAT records

Insurers and licensing officers tend to look for the same things: an itemised register, dated results, a clear explanation for any failed item, proof that remedial action was completed, and some indication of the tester’s competence. A single undated certificate covering “all appliances” rarely satisfies this.

Letting agents and licensing officers often ask for records within short, specific windows rather than open-ended requests, which is why landlords benefit from keeping ISIT records ready to hand over rather than reconstructed after the fact. Build an “insurance evidence pack” in advance:

Keep the appliance register, test dates and results together as one document.
Attach the contractor’s report or calibration note to the relevant entry.
Export the pack as a single PDF so it can be sent the moment it is requested.

Choosing retest intervals: a risk-based approach

The HSE sets out starting points rather than fixed rules: office IT equipment typically gets a formal visual inspection every one to two years, with combined testing less frequently for non-double-insulated items. Public-facing or high-risk equipment needs more frequent attention.

As a narrative example rather than a universal rule: a desktop PC in an office might need a visual check every two to four years, a kettle in a staff kitchen a combined test every one to two years, and hand-held equipment used by the public a visual check every three months with annual combined testing. The dutyholder sets the actual interval and should document why, adjusting it when faults appear, equipment moves site, or usage changes significantly.

Low-risk office equipment: longer intervals, mostly visual checks.
Public-facing or frequently moved equipment: shorter intervals and more combined testing.
Construction or high-risk environments: the most frequent checks of all three categories.

Why good PAT records save time and reduce risk

Organised PAT records turn a stressful audit, tenancy changeover or insurance claim into a quick document pull rather than a scramble through old paperwork. The businesses that struggle are rarely the ones testing too little; they are the ones who tested correctly but can’t prove it when someone asks. Good records fix that gap, and they tend to flag a failing kettle before it becomes a reactive repair bill.

— Jon

How Gribit’s site logbook plan helps you keep compliant PAT records

This type of site logbook matches the workflow above: one central record per asset, certificates and contractor reports attached directly to each entry, and automated reminders so retests don’t slip past their date. Multiple sites can stay separate within one account, which suits pub groups, office portfolios and landlords managing several tenancies.

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Centralised storage replaces scattered spreadsheets and paper logs.
Automated reminders flag upcoming and overdue checks before they become a problem.
Exportable records produce an evidence pack for insurers, letting agents or inspectors in minutes.

Our site logbook annual plan costs £49 per year per site, which makes it a straightforward swap for a shop, pub or office currently relying on paper or spreadsheets. If your current process struggles against the checklist earlier in this guide, it’s worth comparing it directly against our digital logbook for your next renewal.

FAQ

Is PAT testing a legal requirement in the UK?

Not as a universal rule. The HSE states the legal duty is to maintain electrical equipment so it does not cause danger, and PAT is a risk-based tool for meeting that duty rather than a fixed annual obligation for every appliance.

How can I become a PAT tester in the UK?

There is no single licensing exam that makes someone a PAT tester; competence typically comes from training courses covering electrical safety and testing practice, often alongside a recognised electrical qualification. Many testers build competence through accredited training providers before offering testing services commercially.

How much do PAT testers earn in the UK?

Earnings for PAT testers vary by region, employment type and whether testing is a standalone service or part of a wider electrical role, and no single verified UK-wide figure covers all cases. It is best checked against current job listings or contractor rate guides for your specific area and sector.

How do I know if something has been PAT tested?

A tested appliance usually carries a label showing a pass result and the test date, though the HSE advises against printing a fixed next-due date on the label itself. The definitive proof is the itemised record showing that specific appliance’s result, test date and inspector details.

What’s the difference between an EICR and a PAT certificate?

An EICR covers the fixed wiring and installation within a property, while a PAT record covers portable appliances plugged into that installation, such as kettles or office equipment. Landlords and businesses typically need both, since one does not substitute for the other.