Southwark Landlord Licence Documents: What You Need Before Applying

The Document Portfolio

Southwark's licensing portal requires the application documents to be uploaded digitally. Missing or expired documents can trigger a deficiency notice — you get 14 to 28 days to fix the problem, and if you do not, the application may be refused. Southwark refunds Part A only in exceptional circumstances and if it has not issued a draft licence.

Here is what you need ready before you log in.

Electrical Installation Condition Report (EICR)

A valid EICR must be no more than five years old and comply with BS 7671 (the IET Wiring Regulations). All C1 (danger present) and C2 (potentially dangerous) codes must be cleared before submission. A report showing outstanding C1 or C2 defects will not be accepted.

The EICR must be carried out by a qualified electrician registered with a competent person scheme — NICEIC, NAPIT, ELECSA or equivalent.

Gas Safety Certificate (CP12)

An annual gas safety certificate covering every gas appliance, flue and pipework in the property. The certificate must be current at the date of application and must be issued by a Gas Safe registered engineer. The Gas Safe registration number should be visible on the certificate.

If the property has no gas supply and no gas appliances, you still need to declare this in the application. An engineer's confirmation that no gas infrastructure exists strengthens the declaration.

Energy Performance Certificate (EPC)

A valid EPC (up to 10 years old) meeting the current minimum energy efficiency standard. Since April 2020, private rented properties covered by the rules must have an EPC rating of E or above unless a valid exemption applies. Letting a property below this standard without a valid exemption is separate from licensing non-compliance.

Fire Risk Assessment

Required for HMO applications (additional and mandatory). The assessment must be suitable and sufficient and carried out by a competent person; Southwark directs landlords to the LACORS fire-safety guidance for appropriate precautions. It should cover means of escape, fire detection, fire separation between units, emergency lighting and fire door integrity.

For selective licence applications (single-household lets), Southwark may not require a formal fire risk assessment as part of the application. Smoke alarms are required on every storey, and carbon monoxide alarms are required in rooms containing a fixed combustion appliance other than a gas cooker.

Fire Alarm and Emergency Lighting Certificates

For HMOs, Southwark requires commissioning and testing certificates for fire alarm systems to BS 5839-6. The grade depends on property size and layout — Grade D (interlinked mains-powered alarms with battery backup) for smaller HMOs, Grade A (full addressable system) for larger ones. Emergency lighting must comply with BS 5266-1.

Scale Floor Plans

Floor plans must show room dimensions in square metres, window positions and the location of smoke and carbon monoxide alarms. For HMO applications, the plans need to demonstrate that bedrooms meet minimum room size standards — 6.51 m² for a single occupant at the national minimum, though Southwark's local target is 10 m² for a single bedroom with a separate shared kitchen.

Plans do not need to be professionally drawn, but they must be to scale and clearly legible.

Tenancy Agreement and Deposit Proof

A copy of the current tenancy agreement and confirmation that the tenant's deposit is protected in a government-approved scheme (DPS, MyDeposits or TDS).

The Fit and Proper Person Declaration

Every applicant, proposed licence holder and named managing agent must complete a statutory fit and proper person declaration. This is a self-disclosure covering:

• Unspent convictions for fraud, dishonesty, violence, drug offences or sexual offences
• Findings of unlawful discrimination
• Previous housing enforcement actions, civil penalties or prosecutions
• Revoked or refused property licences
• Active insolvency or bankruptcy proceedings

The declaration is completed within the portal as part of the application form, not as a separate upload. Providing false information is itself a criminal offence.

Putting It Together

Gather everything before starting the portal application. The portal has session timeouts, and incomplete drafts can be lost. Having every document ready — file names clear, certificates current, floor plans legible — avoids the cycle of deficiency notices that delays licensing by months.

For a document-by-document preparation checklist, see the full Southwark licensing guide.

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