Editor's note: This brief was summarised by The Property AI Newsroom from a report by Property Industry Eye. Read the original article for full details.

Propertymark Warns Landlord Database Could Burden Letting Agents

Propertymark has warned that the government’s planned landlord database could create significant new data entry, compliance checks, and liability for letting agents unless it is designed to fit with existing agency operations. The professional body is urging the government to ensure the Private Rented Sector Database does not duplicate information already held in local licensing schemes or other 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 emphasises that the system must be workable for both agents and landlords. The organisation stated that the final design should reflect how agencies operate to avoid unnecessary administrative burdens.

Although registration will primarily be a landlord responsibility, Propertymark noted that agents cannot treat it solely as a landlord matter, since legal restrictions on marketing unregistered properties apply to those advertising them. The database is expected to become part of the instruction and marketing process for agents, requiring active entries for both landlord and property before marketing can begin. Written advertisements will also need to display unique identifiers.

Propertymark is seeking evidence from its members on the potential impact of the database, including staff hours needed for auditing and uploading information, 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 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, which has not yet been confirmed.

Agents may need to carry out additional onboarding checks, record registration details, and confirm that entries remain active. They may also need to collect information about joint owners, company and trust structures, occupation status, and safety documentation before advertising properties. Civil penalties for non-compliance can reach £7,000, with repeated or serious breaches potentially resulting in penalties up to £40,000 or criminal prosecution.

Propertymark has warned against requiring staff to manually enter information already held in agency systems or other government-approved systems, arguing this would increase costs and the risk of errors. The organisation, as part of the Lettings Industry Council, has called for authorised agents to be able to enter information and upload documents on behalf of landlords, and for agency systems to connect to the database via APIs and bulk CSV uploads. The council also recommends at least six months’ preparation time for each regional rollout.

Propertymark is seeking clarity on how the system will handle joint, company, trust and overseas ownership, multi-agent instructions, and changes of managing agent. Evidence from agencies will be used in discussions with the government before final regulations and system design are agreed.