Using a letting agent: what they can and can’t do on the register

Most landlords who use a letting agent will expect the agent to “do the register”. At launch it does not work like that. The landlord must start every registration, and the agent can only complete part of it. This guide explains how the split works, based on GOV.UK’s guidance for letting agents and property managers. It is general information, not legal advice.

The short version

How the agent link works

1. The landlord registers and starts the property registration.
2. While doing so, the landlord chooses to let the agent provide some information, and gives an email address for the agency.
3. The service emails the agency a unique link for that property.
4. The first time someone at the agency opens the link, they set a password. They use that password every time they update that property.
5. The agent fills in the tenancy and safety details. The landlord gets a notification of what the agent submitted.

Anyone at the agency with the link and password can update that property, so different teams can handle different parts, for example lettings updates rent and compliance uploads certificates.

Limits to plan for

• One link and password per property. An agency managing 400 properties for 60 landlords will have 400 links and 400 passwords. GOV.UK tells agents to plan how to store them safely.
• Agents cannot reset passwords. If one is lost, the landlord has to cancel the link and send a new one.
• No bulk upload or API at launch. Every entry is typed in by hand.
• The agent can only act once the landlord has started. If the landlord hasn’t registered, the agent has nothing to fill in.

Who is responsible?

GOV.UK says the agent is responsible for the accuracy of any information it submits. But the landlord stays legally responsible for:

• starting the registration and paying,
• making sure the tenancy and safety information is completed within 28 days of registering the property, even if they have delegated it,
• keeping everything up to date within 28 days of any change.

If an agent doesn’t finish within 28 days, the property’s registration can become inactive, and that is the landlord’s problem. GOV.UK says landlords will get a reminder if information is missing.

Agree it in writing

Before your region opens, agree with your agent:

1. Who does what. Will the agent complete the tenancy and safety section for every property? Which email address should the links go to?
2. Timing. When will you start each registration, and when will the agent have finished? Leave a buffer inside the 28 days.
3. Updates. Will the agent update the register when a certificate is renewed, a tenancy changes or the rent goes up? Does your management agreement cover this, and is there a charge?
4. What you need to see. You will be notified of what the agent submits, so check it.

GOV.UK also reminds agents that they must belong to a redress scheme to do lettings or property management work.

If you are a letting agent

Your real problem is collecting accurate data for dozens of landlords, on a service built for one property at a time. See our page for letting agents for how we can help prepare the data in bulk, so each link takes minutes to complete.

Where Register-Ready fits

Register-Ready (opening soon) prepares a ready-to-copy sheet for each property. It is split the same way as the register, so the landlord can do their part and the agent theirs, from the same checked information. We flag missing or out-of-date certificates before anyone starts typing.

Check your region’s dates with the deadline checker.