Landlord database ‘must not add new burden to every instruction’

The government’s planned landlord database could add a significant new layer of data entry, checks and liability to every letting instruction unless it is designed around the way agencies operate, Propertymark has warned.

The professional body is calling for the final design of the Private Rented Sector Database to avoid duplicating information already submitted through local licensing schemes or held on other government-approved systems, and to allow agency systems to connect directly with the new platform.

Propertymark supports the principle of a national landlord and property register but said the system must be workable for the agents and landlords expected to use it.

The trade body said: “The final design must reflect how agencies operate to avoid adding a significant new layer of data entry, checks, and liability to every instruction.”

Although registration is primarily a landlord responsibility, Propertymark said agents will not be able to treat it solely as a matter for their client, since the legal restriction on marketing an unregistered property applies to the person advertising it.

Propertymark is now seeking evidence from members on the potential impact, including how many staff hours could be required to audit and upload information, the likely system costs and the number of properties affected.

The database is expected to begin a regional rollout in England from late 2026, with its legal framework already established under the Renters’ Rights Act 2025.

Landlords of assured and regulated tenancies will be required to register themselves and their properties and pay an annual fee, the level of which has yet to be confirmed.

For agents, the system is expected to become part of the instruction and marketing process. Properties will not be able to be marketed without active entries for both the landlord and dwelling, while written advertisements will need to display their unique identifiers.

Propertymark said agents could consequently need to carry out additional onboarding checks, record registration details and establish whether entries remain active.

They may also need to gather information about joint owners, company and trust structures, occupation status and safety documentation before properties can be advertised.

Civil penalties for non-compliance can reach £7,000, while repeated breaches or serious offences can result in penalties of up to £40,000 or criminal prosecution.

Propertymark warned against requiring staff to manually enter information already held in agency systems, local licensing schemes or other government-approved systems, arguing that this would increase both costs and the risk of errors.

The organisation is part of the Lettings Industry Council, which has called for authorised agents to be able to enter information and upload documents on behalf of landlords without repeatedly seeking approval.

The council has also recommended that agency systems should be able to connect to the database through application programming interfaces, alongside the option of bulk uploads using CSV files.

It wants at least six months for businesses to prepare for each regional rollout, allowing time for data checks, staff training and changes to agency processes.

Propertymark is also seeking clarity over how the system will handle joint, company, trust and overseas ownership, multi-agent instructions and changes of managing agent.

The organisation said evidence from agencies on the practical and financial impact would be used in its engagement with the government before the detailed regulations and system design are finalised.