PRS Database: When and How Landlords Must Register

The Private Rented Sector Database is one of the most significant new requirements introduced by the Renters' Rights Act 2025. For the first time, all private landlords in England will be required to register themselves and their properties on a centrally maintained government database before they can lawfully let a property.

This guide explains what the PRS Database is, when registration starts, what information you need to provide, the fees involved, penalties for non-registration, and how the database connects to the new landlord ombudsman. If you are a private landlord in England, this is essential reading for 2026 and beyond.

What is the Private Rented Sector Database?

The Private Rented Sector (PRS) Database is a new centrally maintained digital register of all private rented properties and their landlords in England. It is established under the Renters' Rights Act 2025 and will be operated by the Government (likely through the Department for Levelling Up, Housing and Communities or its successor).

The database serves multiple purposes: it gives tenants the ability to check whether a landlord is registered and compliant, it provides local authorities with data to identify and enforce against rogue landlords, and it creates a mechanism for ensuring landlords meet basic standards.

When Does Registration Start?

The PRS Database will be introduced in phases. The Government has indicated that the database will be established and begin accepting registrations from 2026, with a phased approach to mandatory compliance:

What Information Must Be Registered?

The database will require landlords to provide comprehensive information about themselves and each property they let. Based on the legislation and Government consultation responses, the following categories of information will be required:

Landlord Details

• Full legal name and any trading names
• Correspondence address
• Contact details (email and telephone)
• Proof of identity (government-issued ID)
• Whether the landlord is an individual, company, or trust
• Company registration number (if applicable)
• Membership of the landlord ombudsman scheme

Property Details

• Full address of the rented property
• Property type (house, flat, HMO, etc.)
• Number of bedrooms and lettable rooms
• Council tax band
• Current Energy Performance Certificate (EPC) rating
• Whether the property is subject to selective or additional licensing

Compliance Certificates

• Gas Safety Certificate (CP12) — valid and in date
• Electrical Installation Condition Report (EICR) — valid and in date
• Energy Performance Certificate (EPC) — minimum rating E (or applicable minimum)
• Smoke and carbon monoxide alarm compliance declaration
• Deposit protection scheme details and certificate reference
• Any relevant HMO or selective licensing details

Latch stores all of these property and compliance details in a structured format, making it straightforward to transfer the required information to the PRS Database when registration opens.

Registration Fees

The Government has indicated that a registration fee will apply. While the exact fee has not been confirmed at the time of writing, the consultation responses suggest the fee will be set at a level to cover the cost of operating the database rather than to generate revenue. Indicative figures discussed during parliamentary debate include:

Penalties for Non-Registration

Failure to register on the PRS Database will carry serious consequences. The Renters' Rights Act provides local authorities with enforcement powers including:

• Civil penalties: Financial penalties of up to £7,000 for a first offence and up to £30,000 for repeat offences or aggravated non-compliance
• Restriction on serving notices: Landlords who are not registered may be unable to serve valid eviction notices, including the new grounds for possession under the reformed system
• Rent repayment orders: Tenants may be able to apply for rent repayment orders against unregistered landlords, requiring the landlord to repay up to 12 months of rent
• Banning orders: Persistent non-compliance could contribute to a banning order application, preventing the individual from letting properties

Connection to the Landlord Ombudsman

The PRS Database is closely linked to the new mandatory landlord ombudsman scheme. When registering on the database, landlords must confirm their membership of an approved ombudsman scheme. The database will cross-reference ombudsman membership, and landlords who are not members will not be able to complete their registration.

This creates a self-reinforcing system: you cannot let a property without being on the database, and you cannot be on the database without ombudsman membership. Together, these requirements ensure that every private tenant has access to a formal complaints process.

How to Prepare for PRS Database Registration

• Gather proof of identity for all landlords (passport or driving licence)
• Compile full addresses for all rented properties
• Ensure Gas Safety Certificates are valid and in date for every property
• Ensure EICRs are valid and in date for every property
• Check that EPCs are valid and meet the minimum rating
• Confirm deposit protection details and certificate references
• Register with an approved landlord ombudsman scheme
• Check HMO and selective licensing status for applicable properties
• Set up Latch to store all compliance documents in one place
• Monitor Government announcements for confirmed registration dates

Latch's compliance dashboard tracks every certificate and document required for PRS Database registration. When the database opens, you will have all your information organised and ready to submit.