Landlord Database Design Must Avoid Burden on Agents, Propertymark Warns

Propertymark Raises Concerns Over PRS Database Implementation

Propertymark has issued a stark warning that the government's planned Private Rented Sector Database could impose significant administrative burdens on letting agents unless the system is carefully designed to integrate with existing agency operations.

The professional body supports the principle of a national landlord and property register but has called for the final design to avoid duplicating information already held on local licensing schemes or other government-approved systems. Crucially, Propertymark is urging the government to allow agency systems to connect directly with the new platform, rather than requiring manual data entry at every instruction.

"The final design must reflect how agencies operate to avoid adding a significant new layer of data entry, checks, and liability to every instruction," Propertymark stated. The trade body is now gathering evidence from members on the potential impact, including staff hour requirements, system costs, and the number of properties affected.

How the Database Will Affect Daily Operations

Under the legal framework established by the Renters' Rights Act 2025, the Private Rented Sector Database is set to begin a regional rollout across England from late 2026. Landlords of assured and regulated tenancies will be required to register themselves and their properties, paying an annual fee (the level of which remains unconfirmed).

For letting agents, the system will become integral to the instruction and marketing process. Properties cannot be marketed without active entries for both the landlord and the dwelling, whilst written advertisements must display unique identifiers. This means agents could face additional onboarding checks, registration verification, and confirmation that entries remain active.

Agents may also need to gather information about joint owners, company and trust structures, occupation status, and safety documentation before properties can be advertised. Whilst registration is primarily a landlord responsibility, Propertymark noted that agents cannot treat it solely as a client matter, since the legal restriction on marketing unregistered properties applies to the person advertising the property.

Non-compliance carries substantial penalties: civil breaches can result in fines up to £7,000, whilst repeated breaches or serious offences can trigger penalties of up to £40,000 or criminal prosecution.

Industry Calls for Practical Solutions

Propertymark, as part of the Lettings Industry Council, has made several recommendations to improve the system's workability. The council has called for authorised agents to be able to enter information and upload documents on behalf of landlords without repeatedly seeking approval, reducing administrative friction.

The industry is also pushing for agency systems to connect to the database through application programming interfaces (APIs), with bulk upload options using CSV files as an alternative. The council has recommended at least six months' preparation time for each regional rollout, allowing businesses to conduct data checks, train staff, and adjust agency processes accordingly.

Propertymark has also flagged unclear areas that need clarification before rollout, including how the system will handle joint ownership, company and trust structures, overseas landlords, multi-agent instructions, and changes of managing agent.

Next Steps and Industry Engagement

Propertymark's evidence-gathering exercise from member agencies will inform its ongoing engagement with the government as detailed regulations and system design are finalised. The organisation is keen to ensure that the database achieves its objectives—improving transparency and accountability in the private rented sector—without creating unnecessary friction in everyday lettings work.

As the rollout approaches, agents and landlords should prepare for potential system changes. Those involved in BTL investment or managing multiple properties may wish to begin auditing their data systems to ensure compliance readiness. Keeping abreast of regulatory updates will be essential, particularly as regional rollouts commence later this year.

Source: Property Industry Eye.