Letting a property involves much more than finding a suitable tenant and collecting rent. Landlords have a range of legal responsibilities, and keeping up with changing regulations can be challenging. This is where professional letting agents in Cambridge can provide valuable support.
From checking prospective tenants and preparing tenancy paperwork to arranging repairs and handling deposits, letting agents can take care of many of the day-to-day responsibilities involved in renting out a property. However, the exact responsibilities of an agent depend on the services they provide and the agreement they have with the landlord.
The legal landscape for private renting in England has also changed significantly. The Renters’ Rights Act 2025 introduced major reforms from 1 May 2026, including changes to tenancy types, rent increases, possession rules and rental advertising.
So, what should landlords expect from their letting agent?
What are the legal responsibilities of a letting agent?
A letting agent acts on behalf of a landlord when marketing and managing a rental property. Their responsibilities can vary depending on whether the landlord chooses a let-only service or a fully managed service.
A let-only agent may primarily handle advertising, viewings, tenant checks and the start of a tenancy. A fully managed agent may continue to deal with rent collection, maintenance, inspections, tenant communication and other ongoing matters.
It is important to remember that using an agent does not automatically remove every legal responsibility from the landlord. Landlords and agents should have a clear agreement setting out who is responsible for each task.
The government confirms that landlords can use people acting on their behalf, including letting agents, to meet certain duties. Agents can also be liable where they are responsible for carrying out those duties.
1. Advertising rental properties correctly
One of the first responsibilities of a letting agent is ensuring that a property is marketed accurately and lawfully.
Since the Renters’ Rights Act changes came into effect, agents need to pay particular attention to how rental properties are advertised. An asking rent must be clearly stated, and landlords and agents cannot encourage prospective tenants to offer more than the advertised rent through rental bidding.
Property descriptions should also accurately reflect the condition, features and availability of the property. Misleading information can create problems for both landlords and tenants.
Agents should also avoid discriminatory advertising. For example, landlords and agents cannot discriminate against prospective tenants because they have children or receive benefits.
For landlords, having an experienced agent handle marketing can help reduce the risk of accidentally breaching these rules.
2. Carrying out Right to Rent checks
Letting agents in England have an important role in checking whether prospective adult tenants have the legal right to rent a property.
Right to Rent checks must be completed before a tenant is allowed to occupy a property. Depending on the tenant’s circumstances, further checks may also be required.
Landlords can appoint an agent to carry out these checks on their behalf. Where an agent has formally accepted responsibility for compliance, the agent can become responsible for the relevant civil penalty if the required checks are not properly carried out.
Because immigration status can sometimes require follow-up checks, keeping accurate records and following the correct process is essential.
3. Preparing the tenancy correctly
A letting agent may be responsible for preparing tenancy documentation and making sure tenants receive the information they are legally entitled to.
Since 1 May 2026, new assured tenancies in England are generally periodic rather than fixed-term, meaning they run on a rolling basis rather than having a fixed end date. Existing assured shorthold tenancies have also moved to assured periodic tenancies under the new rules.
Agents therefore need to ensure that their tenancy processes and documentation reflect the current legislation.
There are also requirements around providing tenants with information about the changes introduced by the Renters’ Rights Act. Most relevant landlords and agents were required to provide the official Information Sheet to tenants by 31 May 2026.
Using outdated tenancy templates could create unnecessary legal and financial risks.
4. Handling deposits properly
When a tenancy requires a deposit, it must be dealt with in accordance with the relevant deposit protection rules.
Landlords are responsible for protecting deposits in a government-approved scheme where the rules require it. A managing agent may handle this process on the landlord’s behalf, depending on the service agreement.
The agent should also make sure the tenant receives the required information about the deposit and how it is protected.
For landlords, this is one area where good record keeping is particularly important. Documents relating to deposits, tenancy agreements and communications should be kept safely and be easy to access if a dispute arises.
5. Making sure the property meets safety requirements
Property safety is another major responsibility when renting out a home.
Landlords have legal duties relating to areas such as gas safety, electrical safety, fire safety and general property condition. Government guidance states that landlords must keep rented properties safe and free from health hazards and ensure gas and electrical equipment is safely installed and maintained.
A fully managed letting agent may organise inspections, arrange contractors and keep track of certificates and renewal dates.
For example, an agent could arrange a gas safety inspection before a certificate expires or organise repairs following an inspection.
However, landlords should understand exactly what their agent’s management agreement covers. A landlord should not assume that every safety responsibility has automatically been transferred to the agent.
6. Managing repairs and maintenance
For landlords who live elsewhere or have multiple properties, dealing with maintenance requests can quickly become time-consuming.
A property management service can act as the main point of contact for tenants when something needs repairing. The agent can assess the issue, arrange a suitable contractor and keep the landlord informed.
This can be particularly useful for urgent problems such as heating failures, leaks or electrical issues.
Tenants have a right to live in a property that is safe and in a good state of repair.
A good letting agent should therefore have a clear process for reporting, prioritising and resolving maintenance issues.
7. Managing rent and rent increases
Rent collection is another service commonly provided by letting agents.
If an agent collects rent on behalf of a landlord, they need to maintain accurate records and transfer payments according to the agreed management arrangement.
The rules around rent increases have also changed. Under the Renters’ Rights Act, rent increases for assured periodic tenancies must follow the statutory process, including giving the required notice. Tenants can challenge certain above-market increases through the First-tier Tribunal.
Agents managing properties should therefore ensure that landlords understand the current process before attempting to increase rent.
8. Following the correct possession process
One of the biggest changes for landlords and agents in 2026 concerns how a tenancy can be brought to an end.
Since 1 May 2026, landlords in England can no longer use Section 21 notices to seek possession. Instead, they need to rely on one of the legal grounds for possession and follow the correct procedure.
Letting agents may assist landlords with the administrative side of this process, but possession cases can become complicated. Notices need to be correct, the relevant grounds must apply and the required notice periods must be followed.
Where a situation becomes legally complex, professional legal advice may be appropriate rather than relying solely on an agent.
9. Providing transparent information to tenants
Good letting agents should provide tenants with clear information about the property, tenancy and costs.
This includes being transparent about charges and ensuring that tenants understand their obligations.
Cambridge City Council also highlights the importance of transparency around fees, property descriptions, holding deposits and charging.
Clear communication can prevent many common disputes. Tenants should know who to contact if there is a problem, while landlords should be kept informed about important issues affecting their property.
10. Belonging to a redress scheme
Letting agents have a legal responsibility to belong to an approved redress scheme.
Redress schemes provide an independent route for resolving complaints when an issue cannot be settled directly with the agent. Cambridge City Council confirms that the approved schemes include The Property Ombudsman and the Property Redress Scheme.
For landlords, choosing an agent who follows a recognised complaints procedure and belongs to an approved redress scheme provides an additional level of accountability.
11. Keeping accurate records
Record keeping may not be the most visible part of letting a property, but it is extremely important.
Agents should keep appropriate records relating to matters such as:
- Tenant and landlord communications
- Right to Rent checks
- Tenancy agreements
- Deposit information
- Property inspections
- Safety certificates
- Maintenance and repair requests
- Rent payments
- Notices and other tenancy documents
Accurate records can make it much easier to demonstrate that the correct procedures have been followed if a complaint, dispute or council investigation occurs.
Do landlords still have responsibilities when using a letting agent?
Yes. This is an important point for landlords to understand.
Employing a letting agent does not necessarily mean that every legal responsibility transfers to the agent. The position depends on the service being provided and what has been agreed between the landlord and agent.
For example, an agent may be responsible for arranging maintenance as part of a fully managed service, while the landlord may remain responsible for certain decisions or obligations.
Before appointing an agent, landlords should carefully review the management agreement and ask:
- What responsibilities will the agent handle?
- Who arranges safety inspections?
- Who protects the deposit?
- Who deals with tenant complaints?
- Who manages repairs?
- Who carries out Right to Rent checks?
- Who deals with rent increases?
- What happens if possession action is required?
- What fees are charged for additional services?
Having these points clearly documented can prevent misunderstandings later.
Why local knowledge matters for Cambridge landlords
Choosing an agent with knowledge of the Cambridge rental market can offer advantages beyond simply handling administration.
A local agent is likely to understand the different types of rental demand across Cambridge, from professional tenants and families to students and other renters. They can also provide practical insight into rental values, property presentation, maintenance requirements and tenant expectations.
More importantly, landlords benefit from having someone nearby who can respond quickly when an issue arises.
For landlords who do not have the time or confidence to keep up with changing legislation, a professional property management service can make the process considerably easier.
What should landlords look for in a letting agent?
Legal compliance should be one of the first things landlords consider when choosing an agent.
Rather than focusing solely on management fees, look at the overall service. A good agent should be able to explain clearly how they handle compliance, tenant checks, deposits, maintenance, complaints and changes in legislation.
It is also worth checking whether the agent belongs to a government-approved redress scheme and whether they have clear procedures for handling complaints.
Most importantly, make sure you understand exactly what is included in your chosen service. A cheaper let-only service may be suitable for an experienced landlord who is comfortable managing the property themselves, while a fully managed service may be more appropriate for someone who wants greater support.
Final thoughts
The legal responsibilities involved in renting out a property can be extensive, and the rules continue to evolve. The introduction of the Renters’ Rights Act in 2026 has made it particularly important for landlords and agents to keep their processes up to date.
Professional letting agents in Cambridge can help landlords navigate many of these responsibilities, from tenant checks and tenancy paperwork to maintenance, rent collection and compliance.
However, landlords should always understand what their agent is responsible for and what remains their own legal duty. Choosing an experienced, transparent and properly regulated agent can make renting out a property more straightforward while helping to reduce the risk of costly mistakes.
