Agricultural tenancy data collection for Scotland: findings report

Recommendations

This final section presents the recommendations gathered through stakeholder engagement. First, the potential routes for collecting agricultural tenancy data are outlined based on their strengths. These are informed by the usability assessment presented in the previous section; however, the final decision will depend on the Scottish Government’s strategic priorities. Subsequently, broader implementation recommendations are provided for consideration by the Scottish Government regardless of the chosen approach.

Recommended route for data collection

The correct approach for collecting agricultural tenancy data ultimately depends on the Scottish Government’s strategic priorities and risk tolerance. While stakeholders most consistently favoured Set B (SAF), this approach carries a potential risk of omitting a substantial number of agricultural holdings (with exact figures subject to additional, future analysis by the Scottish Government). Set A (JAC) was considered the most practical to implement; however, fixed contextual factors, such as its timing and optional nature, may continue contributing to data quality challenges in future.

Overall:

Set A (JAC) is recommended if the Scottish Government prioritises maximising sample coverage and operational feasibility.

Set B (SAF) is recommended if the Scottish Government prioritises data completeness, response reliability, data granularity, and ease of completion.

However, these recommendations should be considered in light of certain limitations and areas for further investigation.

• While this project was able to engage a representative range of sector experts, farmers, and land managers, there is scope for continued and expanded stakeholder engagement in the future.
• The proposed question sets and supporting guidance were reviewed by legal experts as part of this research; however, further validation would be beneficial.
• As discussed earlier in this report, further analysis is recommended to confirm the relative coverage of the SAF and JAC.
• Assessing the quality of agricultural tenancy data currently held by the Scottish Government was not the primary aim of this research. Instead, the work focused on understanding, from stakeholder perspectives, the factors driving data quality issues in the JAC’s previous tenancy questions, and the recommended question sets reflect these insights. Further analysis of historic data held by the Scottish Government could help corroborate these findings.
• While engagement took place with relevant Scottish Government teams, continued collaboration – particularly with those responsible for the SAF and agricultural policy – will be essential to ensure alignment with wider priorities and activities.

Recommendations for implementation

A number of additional recommendations and considerations relating to the wider implementation process were also raised by stakeholders. These apply regardless of the chosen data collection route. The recommendations are presented below, broadly ordered by frequency of mention.

1. Defining the purpose and strategic value of data collection

A key priority highlighted by stakeholders was for the Scottish Government to clearly define the purpose and intended use of agricultural tenancy data. This decision would underpin the choice of data collection method and guide related decisions across the wider recommendations in this report. Specifically, it would determine whether additional or amended variables are needed, the appropriate level of granularity to collect for each approach, and the degree of legal complexity required in the tenancy questions.

Stakeholders provided examples to illustrate these considerations, including whether the Scottish Government aims to understand the vibrancy of the tenanted sector specifically, or the occupation of all land. They also noted the potential value of examining broader business models, such as how different tenure arrangements are being used, whether current tenancy legislation is effective, or whether its complexity is driving the adoption of alternative models, such as contract farming or joint ventures.

2. Building understanding and trust around data use

Stakeholders noted that historically, low response rates may partly reflect uncertainty about the purpose of data collection and how personal or business information is used. As one stakeholder observed, despite having “good knowledge of all these things,” they were unclear about what happens to the JAC data. In this regard, clearly communicating the rationale for data collection, including why the information is gathered and how it will be used, could help respondents better understand its value. Providing additional outputs after data collection, such as insight products, greater data release, or benchmarking, could also motivate engagement.

Incorporating behavioural insights to emphasise personal and collective benefits may further encourage participation. For instance, highlighting how accurate and comprehensive data supports equitable policy development and sector protection could strengthen engagement. Clear assurances that responses will remain confidential and will not be shared with other landlords, tenants, or third parties are also recommended.

Stakeholders also highlighted the importance of clearly communicating any new or reviewed tenancy questions when integrated into existing forms, as transparent communication helps maintain trust, reduce confusion, and support accurate responses.

3. Supporting respondents to provide accurate answers

Scottish tenancy legislation is complex, and many arrangements can evolve over time, which can make it difficult for respondents to interpret or categorise their arrangements. Regardless of the question design or vehicle used, stakeholders emphasised that this asks “quite a difficult legal question,” and additional support and guidance would be beneficial to help respondents to answer accurately.

Suggested mechanisms included dedicated helplines, webinars, detailed guidance notes, and local intermediaries to provide clarification where needed. Providing multiple avenues for assistance allows respondents to seek support in ways that suit them, improving the quality and reliability of the data collected.

4. Adding and adapting variables to improve data usefulness

While this research focused on redesigning questions based on the discontinued agricultural tenancy questions in the JAC 2021 form, stakeholders identified potential additions or adaptations to the original variables collected to improve usability for policymakers.

They noted that tenancy data alone is not necessarily a sufficient proxy for a thriving agricultural sector, and that additional variables may be needed to reflect the complexity and evolving nature of tenancy arrangements. A full list of the recommended variables is included in Appendix B. However, the inclusion of such variables will ultimately depend on the Scottish Government’s strategic priorities, and the recommendations are intended for future consideration.

It is important to note that the insights and recommendations for new variables in Appendix B were anecdotally expressed by stakeholders and have not been tested or analysed in detail to evaluate their effectiveness and practicality.

5. Making participation easier and less burdensome

To reduce the time and effort required from respondents, stakeholders suggested that, where feasible, responses could be pre-populated with previously submitted data. This approach could streamline completion and minimise errors associated with manual entry. However, some stakeholders noted that pre-populating data might encourage rushed responses without careful review, particularly if there are no perceived consequences for inaccuracies (however, this was considered less of a concern for Set B (SAF)).

Stakeholders also discussed the frequency of data collection. Annual collection was generally considered the simplest approach as it supports habit formation, improves recall accuracy, and enables data users to monitor the sector more effectively. While it was recognised that long-term tenancy agreements often change infrequently, making annual collection redundant, it was still considered the least burdensome approach overall.

6. Strengthening stakeholder engagement and data credibility

Stakeholders encouraged collaboration with established and trusted intermediaries, such as representative bodies, unions, and advisory services, to promote participation and lend credibility to the data collection process.

To promote long-term engagement, stakeholders also recommended continued consultation and dialogue with farmers, land managers, and landlords to gather feedback on the design, content, and administration of the questionnaire. This approach could facilitate iterative improvements, help identify potential issues early, and foster a sense of ownership amongst stakeholders.

Finally, gathering complementary data directly from landlords, who often maintain clearer records of tenancies, rent structures, and tenancy histories, could also enhance data credibility and reduce reliance on tenants solely.