PRS database risks being a costly failure – TLIC

The government’s planned PRS database could become an expensive administrative burden unless it is designed around the day-to-day work of landlords and agents, a new report warns.

The Lettings Industry Council (TLIC) says the platform must be more than a static register and should support compliance monitoring, reporting and targeted enforcement.

It wants councils to be able to identify properties with missing, expired or unsatisfactory safety records in real time.

The organisation’s report sets out six principles covering clear identification, flexible ownership structures, ease of use, tenant access, digital records and proportionate implementation.

Government database warning

TLIC co-chair Theresa Wallace said: “As it stands the government risks missing an opportunity to build a PRS database adapted to meet the fast-changing needs of the market.

“The best way forward is for the government to adopt a collaborative, pragmatic approach to its introduction during the next stage of rental reform.”

She added: “If the PRS database is to have any chance of success, the government has to take decisive steps which encourage effective engagement with the database on the part of stakeholders.

“If they fail to take this approach, the database will only become an expensive waste of resource.”

Tenant safety checks

TLIC says the Unique Property Reference Number should be the primary identifier for every property, linking registration, safety records, licensing and tenancy data.

Tenants should be able to check whether the landlord is registered and whether valid EPC, gas safety, electrical and licensing records are in place.

The report also proposes digital links between the database and safety record providers, reducing manual uploads, delays and duplication.

It says automatic reminders could be sent when documents are due to expire, followed by alerts to councils where records are not renewed.

Agent access needed

More than 50% of PRS properties in England are let or managed by agents, according to the report, and the database should reflect their role in compliance and administration.

Authorised agents should be able to add information and upload documents without repeated landlord approvals creating delays.

TLIC is calling for API links with agency software and CSV bulk uploads for firms managing medium and large portfolios.

It also wants a minimum six-month lead-in period for each geographical rollout before registration deadlines take effect.