# Licence Renewal Tracker: free UK download

Canonical: https://paddl-ai.co/templates/licence-renewal-tracker
Last reviewed: 2026-09-11 by the Paddl team

Free licence and certificate renewal tracker for pubs, restaurants and hotels, pre-filled with every licence a venue holds

## In one sentence

The Licence Renewal Tracker is a free PDF for UK food businesses with 3 record sheets: premises tracker pre-filled with 20 licences, permits, certificates and registrations: issuing body and renewal cycle for each, columns for reference number, date issued, expiry or fee date, renewal lead time, owner and where the certificate is kept, staff certificates tracker: personal licences, sia, first aid, food hygiene levels, allergen and fire warden training. Download it, print it or fill it in, and keep it with your food safety records; Paddl keeps the same records on a phone with timestamps and reminders.

A pub holds more than a dozen licences, permits and certificates from six or seven bodies, each renewing on its own cycle, and the manager who knows the dates eventually leaves. The premises licence annual fee suspends the licence if missed; the gas certificate closes the kitchen; the TV and music licences bring an enforcement visit; a lapsed SIA badge on the door is a licence breach. This free tracker lists every document a hospitality venue typically holds, with the issuing body and the normal renewal cycle already filled in, so the job is writing in your references and dates rather than remembering what exists. A second sheet does the same for the certificates that belong to people rather than the building.

## Why you need it

- Non-payment of the premises licence annual fee suspends the licence and stops alcohol sales the same day
- The gas safety certificate, electrical report and fire system certificates are what the insurer asks for after a claim
- TheMusicLicence and the TV licence are enforced by visit, and unlicensed use is pursued for the fee plus damages or a criminal fine
- Personal licences, SIA badges, first aid and food hygiene certificates lapse on people, and a lapse is a gap on the premises

## What is included

- Premises tracker pre-filled with 20 licences, permits, certificates and registrations: issuing body and renewal cycle for each
- Columns for reference number, date issued, expiry or fee date, renewal lead time, owner and where the certificate is kept
- Staff certificates tracker: personal licences, SIA, first aid, food hygiene levels, allergen and fire warden training
- Monthly review sheet with a 60-day horizon so renewals that need an inspection or a course start in time

## Record sheets

- **Premises Licences, Permits and Certificates**: columns Document, Issuing Body, Renewal Cycle, Reference, Expiry / Fee Date, Lead Time, Owner, Kept Where
- **Staff Licences and Certificates**: columns Staff Name, Certificate, Issuing Body, Reference, Date Issued, Expiry, Renewal Action, Checked By
- **Monthly Review (60-Day Horizon)**: columns Review Date, Expiring in Next 60 Days, Action Started?, Owner, Notes, Reviewed By

## How to use it

1. **Cross out what you do not hold and add what is missing** Not every venue has gaming machines or a pavement licence. Strike those lines and add anything specific to you, such as a lift or a pressure system.
2. **Find the reference and date for every line** The premises licence, TheMusicLicence certificate, the TV licence, the gas certificate: pull each from the file or the issuing body and write the reference, the date and the expiry.
3. **Set a lead time and an owner** A renewal that needs an engineer visit or a course needs six to eight weeks; a fee needs one. Name the person who owns each.
4. **Review monthly with a 60-day horizon** Once a month, list everything expiring in the next 60 days on the review sheet and start it. Sign the review so the routine is evidenced.

## Tips

- Diarise the premises licence anniversary before anything else; it is the one that stops trading
- Keep the certificates themselves in one folder or one digital location and write that location on the tracker
- Put staff certificates on the tracker as well as the HR file; a lapsed SIA badge is a licence condition breach, not just an HR issue
- When a manager leaves, the tracker is the handover document; when they join, it is the induction
- Paddl tracks every licence and certificate against the location and the person, and reminds the owner before the lead time runs out

Download the file from https://paddl-ai.co/templates/licence-renewal-tracker (email required). The Paddl features that keep the same records: https://paddl-ai.co/features/licences, https://paddl-ai.co/features/documents, https://paddl-ai.co/features/compliance, https://paddl-ai.co/features/maintenance, https://paddl-ai.co/features/team, https://paddl-ai.co/features/notifications, https://paddl-ai.co/features/mobile-app.