Are you a host or property manager operating short-term rentals in England, Scotland, Wales, or Northern Ireland? If so, it’s crucial to understand the latest and upcoming legal requirements around guest registration and property licensing, to to ensure your business remains compliant and risk-free.
1. Guest Registration – Mandatory Across the UK
According to the Immigration (Hotel Records) Order 1972, all short-term accommodation providers must collect and record key details for each guest:
For all guests aged 16 and over:
- Full name
- Nationality
For non-British, non-Irish, and non-commonwealth guests:
- Passport or ID number
- Place and authority of issue
- Next destination (including address if known)
Data storage & inspection rules:
- Format: Guest records may be kept in physical books or digital systems
- Retention: Records must be stored for at least 12 months
- Inspection: Must be available for police or authorized persons to inspect at any time
- Privacy: Hosts must comply with UK data protection regulations (GDPR)
2. Property Registration & Licensing by Region
Each region of the UK enforces its own rules for registering and licensing short-term rental properties:
2.1. England:
- National Registration Scheme: A mandatory national registration scheme for all short-term lets was announced and is set to take effect from Summer 2025. This will require all hosts to register their property with their local council.
- Local Rules: Some areas already have stricter regulations. For example, hosts in Greater London are automatically limited by Airbnb to 90 nights per year unless they have planning permission.
2.2. Scotland:
New hosts must obtain a license from their local council before accepting bookings
Existing hosts were required to apply by October 1, 2023
Licensing requirements and fees vary by local authority
2.3. Wales:
A similar national registration scheme for short-term lets is expected to launch in 2025
2.4. Northern Ireland:
- Hosts are required to obtain a certificate from Tourism NI and maintain a detailed visitor register.
- This involves property inspections to ensure safety and quality standards are met.
3. Comparison of short-term rental rules across the United Kingdom
| Region / Country | Guest Registration | Property Registration | Licensing / Certification | Special Notes |
|---|
| England | Mandatory for all guests aged 16+ | Mandatory from Summer 2025 via national registration scheme | Not required by default, but some areas require planning permission | London: capped at 90 nights/year unless planning permission granted |
| Scotland | Mandatory for all guests aged 16+ | Already regulated through national licensing system | Mandatory for all hosts – must apply for a license from council | Existing hosts had to apply by Oct 1, 2023 |
| Wales | Mandatory for all guests aged 16+ | National registration scheme expected to launch in 2025 | Varies by local council | Legal framework still being finalized |
| Northern Ireland | Mandatory for all guests aged 16+ | Must register with Tourism NI | Mandatory – must obtain an operating certificate | Requires guestbook and regular safety inspections |
General notes:
- Guest info for those aged 16+ is required under the Immigration (Hotel Records) Order 1972
- Records must be kept for at least 12 months and made available to authorities upon request
- Hosts must comply with UK GDPR when storing guest data
Final Thoughts: Stay Compliant – Stay in Control
Meeting the UK’s guest registration and licensing requirements isn’t just about avoiding fines; it’s about building a transparent, trustworthy, and future-proof rental business. With new rules emerging across the UK and Europe, now is the time to consider tools like GuestAdmin to streamline guest registration, automate compliance, and simplify your operations.
Are you currently operating in the UK or planning to enter the market soon?
Get in touch with us to learn how GuestAdmin can help you register guests securely, stay compliant with local laws, and grow your rental business with confidence.