The New PRS Database: What Landlords Need to Know

The private rented sector is entering a significant period of change. Following the introduction of the Renters’ Rights Act 2025, landlords in England will soon face a new requirement to register themselves and their rental properties on a national Private Rented Sector (PRS) Database.

The database is expected to begin rolling out from late 2026, forming part of the second phase of the government’s reforms to the private rented sector.

For landlords, the key message is simple: now is the time to get your property records, compliance documents and landlord information in order.

What is the PRS Database?

The PRS Database is a new digital database created under the Renters’ Rights Act 2025.

Its purpose is to bring together important information about private landlords and rental properties in England. The government says it will provide greater transparency for tenants, help landlords understand and demonstrate compliance, and give local authorities better information for housing enforcement.

Unlike some existing local landlord licensing schemes, this will be a national system covering landlords and properties within the scope of the legislation.

The database is being introduced in stages. The government’s current roadmap says the initial rollout to landlords and local authorities will begin from late 2026, followed by wider public access and data sharing. GOV.UK

Will landlords have to register?

Quite literally – Yes.

The government’s implementation roadmap states that registration on the PRS Database will be mandatory for landlords in the private rented sector, with landlords required to pay an annual fee. The exact fee has not yet been confirmed. GOV.UK

The legislation also provides for enforcement where landlords fail to comply with their database obligations.

This means registration should not be viewed as an optional piece of administration. It will become another important part of operating a compliant rental property.

What information will landlords need to provide?

The precise requirements will be set out through regulations, but the government has indicated that landlords should expect to provide information including:

• Landlord contact details, including information relating to joint landlords.
• The full address of each rental property.
• Property type, such as a house or flat.
• Number of bedrooms.
• Number of households or residents.
• Whether the property is occupied.
• Whether the property is furnished.
• Relevant safety and compliance information, including Gas Safety, Electrical and Energy Performance Certificates. GOV.UK

The final regulations will determine exactly what information must be supplied and how frequently it needs to be updated.

Why should landlords prepare now?

Although the database itself is not expected to launch nationally immediately, preparing your records now could make registration considerably easier when your area is brought into the rollout.

For each property, landlords should consider creating a central compliance file containing:

• Current landlord and joint-landlord details.
• Property address and basic property information.
• Current tenancy information.
• Gas Safety Certificate.
• Electrical Installation Condition Report (EICR).
• Energy Performance Certificate (EPC).
• Relevant licences, where applicable.
• Records of inspections and remedial works.
• Details of managing agents, where a property is professionally managed.

Keeping this information accurate is already good property-management practice. The new database simply makes accurate records even more important.

The database could affect possession proceedings

There is another important reason for landlords to take the new system seriously.

The Renters’ Rights Act provides that a court will generally be prevented from making a possession order where a landlord has failed to comply with the requirement to have an active database entry. There are exceptions, including certain antisocial-behaviour possession grounds. Legislation.gov.uk+1

In practical terms, registration is not just about appearing on a government database. Compliance with the database requirements could become relevant when a landlord needs to regain possession of a property.

That makes it particularly important for landlords to understand the registration requirements once the detailed regulations and guidance are published.

Will tenants be able to see the information?

Yes, although not necessarily all of the information submitted by landlords.

The legislation allows regulations to specify which information from active landlord and property entries will be made available to the public. The government’s roadmap states that wider public access will follow the initial registration stage.

The intention is to give prospective and existing tenants greater transparency when choosing and renting a property.

For landlords, this means that information supplied to the database needs to be accurate and kept up to date.

How is this different from local landlord licensing?

The PRS Database should not be confused with existing selective, additional or mandatory HMO licensing operated by local authorities.

Local licensing schemes can continue to apply where a property falls within a licensing area and meets the relevant criteria.

The national PRS Database is a separate requirement created by the Renters’ Rights Act.

A landlord may therefore have to comply with both the national database requirements and any local licensing requirements applicable to their property.

What happens if a landlord doesn’t register?

The Renters’ Rights Act provides enforcement powers relating to the database, and landlords who fail to meet their obligations may face enforcement action and penalties. Legislation.gov.uk

The government has not yet published every operational detail, including the final fee structure and all registration procedures.

Landlords should therefore be wary of relying on unofficial summaries or assuming that existing local registration schemes will automatically satisfy the new national requirement.

A sensible checklist for landlords

With the database rollout approaching, landlords can start preparing by:

1. Reviewing every property in the portfolio.
2. Checking that landlord and joint-landlord details are correct.
3. Checking EPCs and safety certificates are current.
4. Reviewing whether any property requires a local licence.
5. Keeping copies of relevant compliance documents together.
6. Checking property details such as bedrooms, occupancy and furnishing status.
7. Keeping records of completed repairs and remedial works.
8. Making sure your letting agent, if you use one, knows who will be responsible for database registration and updates.
9. Watching for the government’s final registration guidance and regulations.

What landlords should remember

The PRS Database is one part of a much wider transformation of the private rented sector.

The first phase of the Renters’ Rights Act came into force on 1 May 2026, including the move to assured periodic tenancies and the abolition of Section 21 'no-fault' evictions. The PRS Database forms part of the next phase, which the government currently expects to begin from late 2026.

For landlords, preparation is likely to be much easier than trying to assemble information at the point registration becomes mandatory.

The best approach is to treat the database as another part of good portfolio management: keep accurate property records, maintain compliance documentation and monitor official guidance as the rollout progresses.

Important: The detailed requirements for the PRS Database are still being developed. Landlords should check the latest government guidance and regulations before relying on any specific registration deadline, fee or information requirement.