PRS Database for Landlords: What We Know So Far

The government plans to introduce a new Private Rental Sector (PRS) database for landlords as part of the Renters’ Rights Act, but many of the details are still being worked out.

So far, we know that the database is expected to create a central register of landlords and rental properties in England. We also know that registration is likely to become mandatory before the end of the decade.

What is less clear is exactly what landlords will need to submit, when the system will open, and what penalties may apply.

Here is what we know so far - and what landlords should be preparing for.

What is the Private Rental Sector (PRS) Database?

The PRS database (Private Rented Sector database) is expected to serve as a national register for private landlords and rental properties in England.

The aim is to make it easier for tenants, councils, and the government to confirm that a property is compliant and that the landlord has met their legal obligations.

While much of the attention has focused on the future PRS Ombudsman (an independent body designed to resolve disputes between landlords and tenants), the database is a separate requirement. It is expected to create a central register of private landlords and rental properties in England.

What Do We Know So Far About the PRS Database?

Although the full details have not yet been confirmed, landlords are likely to need to register both themselves and each rental property they own.

Unlike the PRS Ombudsman, which will deal with complaints and disputes, the database is designed to hold key information about:

• The landlord
• The rental property
• Whether the property meets legal requirements
• Whether the landlord has completed any required registrations

The government has said the database should help:

• Give tenants more transparency about who owns and manages their home
• Help local authorities identify non-compliant landlords
• Reduce the need for landlords to repeatedly provide the same documents to different organisations
• Support the enforcement of existing rules around safety and housing standards

Who Is Likely To Need To Register?

Based on the current proposals, the PRS database is expected to apply to almost all private landlords in England, including:

• Individual landlords
• Portfolio landlords
• Limited company landlords
• Landlords who use a letting agent

Even if a letting agent manages the property, the landlord is still likely to remain responsible for ensuring the property is registered.

The database is not expected to apply to:

• Social housing providers
• Holiday lets
• Some lodger arrangements
• Certain forms of temporary accommodation

However, exemptions have not yet been finalised, so landlords should keep an eye on the final guidance once it is published.

What Information Might Landlords Need To Provide?

The government has not yet published a final list, but proposals and consultation documents suggest landlords may need to provide:

Landlord Details

• Full name and contact information
• Address for correspondence
• Proof of ownership or right to let the property
• Whether the property is owned personally or through a company

Property Information

For each rental property, landlords may need to provide:

• The property address
• The type of property (flat, house, HMO, etc.)
• The number of bedrooms and occupants
• Whether the property is currently let
• Details of any managing agent

Compliance Documents

The database is also expected to include evidence that the property meets existing legal requirements, such as:

• EPC certificate
• Gas Safety Certificate
• Electrical Installation Condition Report (EICR)
• Deposit protection details
• Proof that any required licences are in place

For landlords with HMOs or licensed properties, local authority licence numbers may also need to be included.

Why the PRS Database Matters

For compliant landlords, the database may feel like another administrative task. However, the government intends to use it as the foundation for wider regulation of the private rented sector.

In practice, this could mean:

• Councils can more easily identify unregistered or unsafe properties
• Tenants can check whether a landlord has completed the required registrations
• Future legal requirements may be linked to database registration

For example, the government has indicated that landlords may need to register on the database before they can:

• Market a property for rent
• Serve certain legal notices
• Access the future PRS Ombudsman scheme

This means registration could eventually become just as important as protecting a deposit or providing a Gas Safety Certificate.

When Could the PRS Database Start?

The database is not expected to launch immediately. The government has not confirmed a final start date.

Current proposals suggest a phased introduction, with more detail expected after the first stages of the Renters’ Rights Act come into force in 2026.

At the moment, the broad expectation is:

• 2026: Further details and consultation on how the database will work
• 2027: Early rollout or pilot schemes
• 2028: Full registration is likely to become mandatory

However, the exact dates could still change.

How To Prepare Now

Even though the PRS database is not yet live, there are several things landlords can do now to make the eventual registration process easier.

1. Gather Your Compliance Documents

Create a folder for each property containing:

• EPC certificate
• Gas Safety Certificate
• EICR
• Deposit protection details
• HMO or selective licensing documents

If you already keep these digitally, you will be in a much stronger position when registration opens.

2. Check That Your Records Are Up To Date

Make sure you have a clear list of:

• Which properties do you own
• Ownership structure
• Current tenants
• Managing agents
• Expiry dates for key compliance documents

Many landlords discover they are missing information only when they need it.

3. Move Away From Paper Records

There’s a broader trend we’re seeing from HMRC and across the rental sector toward digital compliance. Just as Making Tax Digital is moving tax reporting online, the proposed PRS database is also expected to be fully digital, with landlords required to register and manage information online.

Landlords still relying on paper files, spreadsheets, or scattered emails may find registration more difficult. Using software to store property records, certificates, and tenancy details in one place can make the process much easier.

4. Watch for Further Guidance

The government has not yet published the final registration process.

Before the database goes live, landlords should expect more information on:

• How to register
• Whether there will be a fee
• Which properties are exempt
• What penalties may apply for failing to register

What Could Happen If You Do Not Register?

The government has indicated that landlords who fail to register may face penalties, although the exact rules have not yet been confirmed.

While the final enforcement rules are still being developed, they could include:

• Financial penalties
• Restrictions on being able to let a property
• Difficulty serving legal notices
• Increased scrutiny from local authorities

The intention is that registration becomes a basic legal requirement for private landlords.

Will Landlords Need To Register Every Property?

Probably.

Based on the proposals published so far, landlords are expected to need to register both themselves and each rental property they own.

That means landlords with multiple properties may need to provide separate information and compliance documents for each one.

Will There Be a Fee?

The government has not yet confirmed whether there will be a charge to register on the PRS database.

However, because other landlord licensing and registration schemes often involve a fee, many landlords expect there to be some form of registration cost.

Does the PRS Database Replace Existing Licensing Rules?

No. The PRS database is not expected to replace the rules landlords already have to follow.

If you already need a licence from your local council - for example, because you rent out an HMO (House in Multiple Occupation) or your property is in an area with selective licensing - you will still need that licence.

The difference is that, in future, you may also need to add those licence details to the new PRS database. Rather than replacing local council schemes, the database is likely to bring all of that information together in one place.

For landlords, that should mean one extra step: keeping your details up to date on the national database as well as continuing to follow any local licensing rules.

Get Organised and Consider Going Digital

Unlike the PRS Ombudsman, which focuses on handling tenant complaints, the database is about proving that you, your property, and your documents meet the rules.

Landlords who start organising their records now are likely to find the transition much easier when registration becomes mandatory.

For most landlords, the best preparation is simple: keep your compliance documents up to date, store them digitally, and make sure you have a clear record for every property you own.