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Getting all the required documents sorted before you reach out to your local council or installer is an intelligent thing to do. Because in a country full of people treating these grants as charity and thinking they do not need to do any work on their side, they’ll just convey the need, and they’ll get the system installed before they know it. Being a reasonable adult is what makes you stand out and get approval without any hiccups.
We have compiled this guide to help you understand the required documents and help you be reasonably ahead of time with the application. So, let’s put some real work, prepare a list of documents as per your route, and get them sorted.
What is the LA Flex Scheme for UK Households?
The LA flex or Local Authority Flexible eligibility scheme is an extension of the main ECO4 scheme. This helps households that are not on benefits and still struggle to pay their heating bills.
There are 4 major routes that local councils use to qualify households through, and we are helping households qualify through routes 1 & 3, so we’ll be discussing only those.
| Route | Who Qualifies | Doc Complexity |
|---|---|---|
| Route 1 | Income under £31k | Medium |
| Route 3 | Medical referral | Low |
Air Source Heat Pump Grants
Route 1: Prove Your Income (Under £31,000)
This route sounds simple. It isn’t. You’re declaring gross annual household income for every adult aged 18+ living at your address. Miss one person? Application rejected.
What Income Documents Do You Actually Need?
Depending on what you do for a living, you need to provide proof of your income. Below are the details of the documents you need to produce according to your source of income.
For Employed Adults:
- Last 3 months’ payslips
- Most recent P60 (per job)
- Employment contract showing annual salary
- P45 (if you changed jobs in the last 3 months)
For Self-Employed Individuals:
Your council tax bands can be submitted as proof of income. These tax returns will show your council what your official household income is, and what its sources are.
For Pensioners:
- Annual pension statement OR last 3 monthly statements
- State pension award letter
- Occupational pension statements
One thing you need to consider is that LA flex counts your household income, for all adult residents, and all income sources, including the part-time ones. So, make sure you don’t hide anything and can produce all the required documents.
Proving Who Lives at Your Property
If you are sharing your residence with someone else, you also need to specify that in your documentation. Because there might be a possibility that your flatmate makes more than the eligibility income threshold, and you get rejected for obvious reasons.
Primary occupancy proof (pick one):
- Council tax bill (last 12 months)
- Current tenancy agreement
- Recent mortgage statement
- Electoral register confirmation
Secondary proof (if primary unavailable):
- Utility bills + bank statements/GP letters (matching names/addresses for all adults)
Route 3: Medical Referrals (One Condition Required)
Route 3 is the cleanest documentation route if you qualify. No income calculations. No multiple proxies. One referral letter.
You need a severe, long-term health condition worsened by cold:
- Cardiovascular disease
- Respiratory disease
- Limited mobility
- Immunosuppression
What Makes a Valid Medical Referral?
Your GP or NHS clinician writes a letter stating:
- You have one of the four qualifying conditions
- Cold homes adversely affect your health
The letter must come from:
- NHS GP practice email, OR
- NHS Trust/Foundation Trust/Health Board, OR
- Printed NHS headed paper with authenticated GP stamp
That’s it. One letter from a qualified NHS source. No income docs. No occupancy proof beyond basic address confirmation.
The Complete Submission Checklist
Every application needs these universal documents:
- Completed ECO4/GBIS Flex Householder Application Form
- Full pre-installation Energy Performance Rating
- Installer’s completed Flex Application Form
Then add route-specific documents:
Route 1 Checklist:
- ✓ Income evidence (every adult, every source)
- ✓ Occupancy proof (council tax/mortgage/tenancy)
- ✓ Electoral register OR combined utility/benefit letters
- ✓ All docs under 12 months old
Route 3 Checklist:
- ✓ NHS referral letter (valid source)
- ✓ Confirms qualifying condition
- ✓ States cold homes adversely affect health
Document Submission
Rule 1: Submit through your installer. Not the council. Not online. Your approved installer packages everything and sends it.
Rule 3: Respond fast. Council requests clarification? You have 5-10 working days. Miss that window, expect 6-8 week delays.
Bottom line
LA Flex Scheme documentation isn’t complicated, it’s just specific. You need to know your route, match the documents to that route, and submit everything within 12 months of the issue date. Do that, and your application processes in weeks, not months.
But for this to take place, you have to prepare in advance, determine the route of your qualification, and get all the necessary documents. If during the process, you need assistance or any help, you can contact your installer for inquiries on each document required.
Frequently Asked Questions
No. Your installer won’t lodge incomplete applications. Councils reject them straight away. Get it all together first. It’s not a “make it up as we go along” process.
They average 3-6 months of documentation. Provide several months of accounts or tax returns showing your real earnings pattern. If income is all over the place, Route 2 proxies-especially council tax reduction-might suit you better.
None. Eleven months is fine. Submit now, waiting for “fresher” documents risks them ageing out during processing. Councils process applications within 1 to 4 weeks; your 11-month-old’s payslip will still be valid when they review it.
Councils explain the reason for refusal. The common issues are: the household member’s income not provided, documents are older than the permit date, or proxy evidence is insufficient. You can resubmit with the corrected documents immediately. Keep your installer involved; they will know exactly what went wrong.
