Applicants can apply to register online or can obtain a paper application form from the relevant local authority. The application process may vary to some extent between local authorities, but in general it works as follows:
The applicant provides the information required about themselves and their properties, including a declaration stating that they understand and comply with their legal obligations as landlords.
Online applicants will receive a print-out of the information they have supplied and will be asked to check, sign and return it to the local authority.
The applicant pays the required fee, either online by debit card or direct to the local authority.
Once the necessary information is provided and the fee is paid, they have made a valid application.
The local authority checks the information provided, and other information that may be available to it, to decide whether the applicant is a fit and proper person to be registered. The applicant may be asked to provide further details on some issues.
The applicant is notified of the local authority's decision.
What information do applicants need to provide?
An applicant for registration must provide the following information (*where applicable):
For individuals
For organisations
- name
- address
- contact person's name and position
- company number*
- charity number*
All
- any other or previous names used by applicant
- previous addresses in last 5 years
- details of any licence, voluntary accreditation or registration held, refused or revoked in connection with letting in the UK
- declaration of any relevant convictions
- declaration of any relevant court or tribunal judgements relating to equalities legislation
- declaration of compliance with legal requirements relating to letting
For each house let
- address of the property
- name and address of any agent used to manage that property
- details of any joint owner(s)
- contact address in connection with day-to-day management of the property
The local authority may also ask applicants for additional information on a voluntary basis. This is most likely to be for statistical or equalities monitoring purposes.
How do joint owners register?
All the joint owners should enter their personal details online. Then one lead owner should enter the property and add all the other owners to it. If applying on paper, a separate form should be obtained for each joint owner and they should all be submitted together. If joint owners are members of the same family, only one principal fee will be charged.
Can agents register all their clients, so they do not need to apply individually?
Agents can enter landlords' details on their behalf, but it is ultimately the responsibility of owners, not agents, to ensure that they are registered. The important point is that all owners must be on the register and that agents cannot register instead of owners. Who actually makes the application is chiefly for agents to decide. However, the system generates a print-out of any details entered, which is sent to the landlord's home address. The landlord needs to confirm by signature that the details are full and accurate.
What about companies or organisations which own property - do all directors, shareholders or trustees have to register?
If an organisation is incorporated, for example as a limited company, it forms a 'legal person', and should register as the organisation. Details of a contact person will be required, but the registration will be in the name of the organisation.
Trusts cannot act as "legal persons" (unless they are incorporated), therefore all trustees must register as individual joint owners.
What if details provided about a landlord, an agent or a property change?
The landlord is required to inform the local authority if any details change, for example if they move house, sell or buy property, or change the agent they use. The details can be amended online, which will be passed to all relevant local authorities, or by contacting each local authority directly. No fee will be charged for making amendments, except where a property is being added to a portfolio. From 31 August 2011 it is an offence if landlords do not notify the local authority if they appoint an agent.
Do landlords with properties in various local authority areas need to apply separately to each one?
Landlord registration is operated by local authorities. Landlords letting property, or agents managing property, in more than one area, need to apply to each local authority. However, the central IT system allows multiple applications to be made at one time, without duplicating information. Applicants who use this approach receive a discount on the application fee for all but the first authority listed.
What if I don't have internet access?
Landlords can use the central IT system at public internet access points such as libraries and community centres. Landlords who choose to make their application using a paper form need to complete a separate form for each local authority.