PRS Database Explained: What England’s Landlords Need to Prepare

England’s new Private Rented Sector Database is moving from legislation towards implementation. The public-facing service is expected to be called Register Your Rental Property.

For landlords, this is more than another website account. The system is intended to connect each landlord with the homes they let, support local-authority enforcement and give tenants a way to check information about a landlord or property.

The legal framework is established by the Renters’ Rights Act 2025. However, some operational details were still contained in draft regulations when this guide was updated on 23 September 2026. Treat the proposed dates and process below as planning information until the final regulations and GOV.UK service guidance are confirmed.

What is the PRS Database?

Part 2, Chapter 3 of the Renters’ Rights Act 2025 creates a database covering the private rented sector in England.

Its broad purposes include:

• recording landlords and the residential properties they let;
• helping landlords understand and demonstrate their legal obligations;
• supporting councils in targeting non-compliance; and
• giving tenants access to specified information before or during a tenancy.

The database does not replace the landlord’s existing duties. Gas safety, electrical safety, EPC, deposit protection, alarms, repairs and other requirements continue to apply separately.

Is registration already required?

The duty is now in legislation, but it is not one national deadline starting immediately.

The draft Private Rented Sector Database Regulations 2026 propose a regional rollout beginning in December 2026. At the date of this article, those regulations were still draft. Landlords should therefore recheck the final statutory instrument and official GOV.UK guidance before relying on a date.

Proposed registration timetable

The current draft proposes these regional start dates:

• West Midlands: 15 December 2026
• East of England: 15 January 2027
• East Midlands: 15 February 2027
• South East: 15 March 2027
• Yorkshire and the Humber: 15 April 2027
• North West: 15 May 2027
• North East: 15 June 2027
• London: 15 July 2027
• South West: 15 August 2027
• Remaining purposes: 15 September 2027

Published implementation information indicates a three-month registration window after the relevant regional start. Because the regulations were not yet final when this article was prepared, confirm both the start date and deadline for your property before submitting or marketing on that basis.

Who is expected to register?

The regime is aimed at landlords of relevant private residential tenancies in England. It is expected to include landlords whose assured shorthold tenancies converted to assured periodic tenancies under the Renters’ Rights reforms.

The landlord and each relevant dwelling will need an entry. Where a property has joint landlords, each landlord may have individual identity obligations while the property has one shared dwelling record.

Not every form of accommodation falls within the same rules. Supported accommodation and other specialist arrangements can be treated differently. Landlords with mixed portfolios should check each property rather than assume one answer applies to all of them.

What information should landlords prepare?

Final field-by-field service guidance should be checked when published. A sensible preparation file for each property includes:

• the landlord’s legal name and contact details;
• joint-owner or company details where relevant;
• the full property address;
• tenancy type and commencement information;
• current rent and payment frequency;
• EPC details;
• gas-safety records where gas is present;
• electrical inspection records;
• smoke and carbon-monoxide alarm records;
• property licensing information, if applicable; and
• the managing agent’s details and written authority.

Keep the underlying certificates, not merely their expiry dates. If an entry is challenged or a council asks for evidence, the original record matters.

How much will registration cost?

Current implementation material indicates an expected charge of £65 per property each year. Because the fee sits within implementation detail, landlords should verify the final amount and payment rules when the live service guidance appears.

Portfolio landlords can prepare a simple budget by multiplying the annual fee by the number of relevant properties, while allowing for properties held jointly or through different legal entities.

What happens if a landlord does not register?

The Act provides enforcement powers and restrictions connected with database compliance. Reported consequences include civil financial penalties, possible rent repayment consequences for serious breaches and restrictions on using possession procedures while the landlord or property is not properly registered.

The exact consequence depends on the breach, the applicable commencement provisions and enforcement action. A landlord should not treat payment of a penalty as an alternative to registration.

Before serving a possession notice, changing the tenancy or marketing a property, check the live database status and take legal advice where needed.

What will tenants be able to see?

The Government’s stated intention is that tenants can use the system to identify whether a landlord and property are registered and see specified information. Councils will have wider access for enforcement and intelligence purposes.

Not every piece of landlord information should become public. The Act allows regulations to determine what is displayed, restricted or shared with authorised bodies. Final privacy and access details should be checked against the live service.

What about empty properties and new listings?

Initial implementation is expected to focus on properties that are let or about to be let. Further requirements for empty properties, pre-marketing registration and displaying a registration reference in advertisements may follow.

No landlord should add an unconfirmed registration number or statement to a listing. Wait for the official service to issue the property’s reference and confirm the display rules.

How agents may help

A letting or managing agent may be able to organise information and assist with administration, but the landlord remains responsible for understanding which legal duties sit with them. The final service should clarify how authorised agents create or maintain entries.

Before asking an agent to act, agree in writing:

• who creates the landlord and property entries;
• who pays the annual fee;
• who updates tenancy or safety information;
• who monitors renewals; and
• how the landlord receives evidence that the entry remains current.

Seven steps to take now

1. List every property and ownership entity. Include jointly owned and company-owned homes.
2. Identify the English region for each property. This determines the proposed rollout date.
3. Audit safety and tenancy records. Replace missing certificates and correct inconsistent names or addresses.
4. Clarify responsibilities with your agent. Do not assume registration is automatically included in management.
5. Budget for annual fees. Use £65 per relevant property as a working estimate until confirmed.
6. Create renewal reminders. Database renewal will sit alongside existing safety and licensing dates.
7. Check GOV.UK again near the regional start. Use the final service instructions, not a third-party registration website.

TP Property Services can help landlords organise property records, coordinate qualified contractors and schedule recurring inspections. Our compliance management and landlord health-check options do not replace legal advice or the landlord’s responsibility to register.

Frequently asked questions

Is the PRS Database the same as selective licensing?

No. The national database and a local property-licensing scheme are separate. A property may need both database registration and a local licence.

Does an agent’s registration cover the landlord?

Do not assume so. The Act creates duties relating to landlords and their properties. Final service guidance will explain what an authorised agent can submit on a landlord’s behalf.

Is the £65 fee charged once?

Current implementation information indicates £65 per property per year, rather than a one-off payment. Confirm the final regulations and live service fee before paying.

Does registration prove that a property is fully compliant?

No. Registration is not a substitute for meeting safety, repair, licensing, deposit and tenancy obligations.

Does this apply across the whole UK?

This guide concerns the English private rented sector. Wales, Scotland and Northern Ireland have different landlord registration, licensing and tenancy systems.

The practical takeaway

Do not wait for the portal to open before organising your records. The landlords best placed for registration will already know who owns each property, which tenancy applies, where every certificate is stored and who is responsible for updates.

Just as importantly, do not treat every announced detail as final. The legal framework is enacted, but the September 2026 implementation regulations were still draft when this guide was published. Confirm the final timetable, fee, information fields and agent process through GOV.UK before acting.

This article is general information, updated on 23 September 2026. It is not legal, tax or financial advice. Draft regulations may change before they are made. Landlords should check the final legislation, GOV.UK guidance and obtain professional advice for their circumstances.