Documents Needed for an HMO Licence in Stoke-on-Trent
The most common reason an HMO licence application in Stoke-on-Trent stalls is missing or expired documents. The council will not classify your application as "duly made" until every required item is uploaded in full, which means you are not protected from prosecution until the paperwork is complete. Here is the full list with validity periods.
The Document Checklist
| Document | Valid for | Notes |
|---|---|---|
| Photo ID (passport or UK photocard driving licence) | Must be unexpired | For the proposed licence holder; if a limited company, for the controlling director |
| Proof of address (Council Tax statement or utility bill) | Issued within 3 months | Must show the licence holder's primary residential address |
| Gas safety certificate | 12 months | Annual check by a Gas Safe registered engineer — required if gas appliances are present |
| Electrical installation condition report (EICR) | 5 years | Must show a satisfactory result with zero C1, C2, or FI faults outstanding |
| Fire alarm test certificate | 12 months | Compliance certificate to BS 5839 Part 6 for the installed grade and coverage |
| Emergency lighting test certificate | 12 months | Required only if emergency lighting is fitted — compliance to BS 5266 |
| Fire risk assessment (FRA) | Reviewed annually | A written assessment under the Regulatory Reform (Fire Safety) Order 2005 |
| Floor plans | No expiry | Dimensioned drawings showing each room's use and usable floor area in m² |
| Building control completion certificate | Permanent | Required if any structural conversion or alteration has been carried out |
| Tenancy deposit protection evidence | Per tenancy | Certificate from the approved scheme (DPS, TDS, or MyDeposits) |
Details That Trip People Up
The EICR must be satisfactory. Submitting an EICR with outstanding C1 or C2 faults will trigger an immediate rejection. If the electrician flagged issues, get them remediated and request a re-test or amended report before you apply. A partial EICR — uploading only the first page — will also be rejected.
Multi-page certificates must be complete. The council's portal requires the full document, not a summary page. A fire alarm certificate, for example, may run to several pages listing each zone and detector. Upload every page.
Floor plans need measurements. A hand-drawn sketch showing "bedroom 1, bedroom 2, kitchen" is not enough. The council wants room dimensions in square metres so they can verify compliance with the minimum room size regulations (6.51 m² for a single adult room, 10.22 m² for a double). If you are not confident in your measurements, hire a surveyor or use a laser measure and draw a simple to-scale plan.
Proof of address is for the licence holder, not the rental property. The Council Tax statement or utility bill must show where the landlord lives, not the address of the HMO.
Party Information You Also Need
Beyond the certificates, the application form requires contact details and legal information for every interested party connected to the property:
- The property owner or freeholder's name and address
- Any joint owners
- The managing agent (if one is appointed)
- Leaseholders
- Mortgage providers, including mortgage account numbers
- Any person who has agreed to be bound by licence conditions
If the landlord is a limited company, you also need the company registration number and registered office address.
Free Download
Get the Stoke-on-Trent Landlord Licensing Checklist
Everything in this article as a printable checklist — plus action plans and reference guides you can start using today.
How to Organise It
The easiest approach is to work backwards from the expiry dates. If your gas safety certificate is due next month, renew it before you start the licence application — submitting an about-to-expire certificate means the council may ask for a fresh one mid-process. Same with the fire alarm test: if it was last tested 11 months ago, get it tested now so the certificate is fresh when the housing officer reviews your file.
Budget two to three weeks for getting certificates organised, especially the EICR and fire risk assessment, which involve scheduling tradespeople. Then add the council's processing time on top.
The Stoke-on-Trent Landlord Licensing Guide includes a preparation timeline, a printable document checklist, and guidance on what the council's officers look for when they review each certificate.
Get Your Free Stoke-on-Trent Landlord Licensing Checklist
Download the Stoke-on-Trent Landlord Licensing Checklist — a printable guide with checklists, scripts, and action plans you can start using today.