The new Private Rented Sector Database: what landlords need to know

The Government has confirmed that the long-anticipated **Private Rented Sector (PRS) Database** is on its way, and has published its first official guidance telling landlords to *”get ready to register.”* This is one of the biggest practical changes to come out of the **Renters’ Rights Act 2025**, and it will affect almost every landlord letting a home in England.

At Rent Right Estates, we want our landlords to feel prepared rather than caught out, so here is a plain-English summary of what has been announced so far — and, just as importantly, what has not yet been confirmed.

## What is the PRS Database?

The PRS Database is a new national register of private landlords and their rental properties. In simple terms, if you let a home in England you will be legally required to register yourself as a landlord and register each property you rent out.

The database has three broad aims: to give tenants clearer information about who they are renting from, to help local councils enforce standards more effectively, and to bring greater transparency to the sector as a whole. It sits alongside the other reforms in the Renters’ Rights Act, including the new Landlord Ombudsman scheme.

## Who needs to register?

Landlords letting on **assured or regulated tenancies** will need to register. That covers the vast majority of standard residential lettings. A small number of exemptions apply — for example, certain supported and specialist housing — but for most private landlords, registration will be a requirement rather than a choice.

Each landlord will need to create their own registration and obtain a **Landlord Registration Number**, expected to be issued through the GOV.UK One Login system.

## When does it start?

The database will not switch on everywhere at once. The Government intends to roll it out **region by region, beginning in late 2026**, with the scheme expected to become compulsory across England during 2027. Each region is expected to have a registration window (currently indicated as around three months) from the point it goes live, so the exact deadline will depend on where your properties are.

We will be keeping a close eye on the rollout timetable for South and West Yorkshire and will let our landlords know as soon as firm local dates are confirmed.

## What information will you need to provide?

Based on the current guidance, landlords should expect to supply details such as:

– Your personal or company details as the landlord
– The property address, type, number of bedrooms and occupancy
– Tenancy details, including whether the property is furnished, the number of households, and any HMO licensing
– The rent charged and how often it is paid
– Safety and compliance documents, including your **Gas Safety Record**, **Electrical Installation Condition Report (EICR)** and **Energy Performance Certificate (EPC)**

If your paperwork is already well organised, registration should be straightforward. If it is not, now is a good time to make sure your certificates are current and easy to find.

## Will there be a fee?

The Government has confirmed that landlords will be expected to pay an **annual registration fee per property**, and has said it will keep this *”proportionate and good value.”* The exact figure has not yet been finalised, so we would treat any specific amount you see quoted as an estimate until it is officially confirmed.

## What happens if you do not register?

The penalties for non-compliance are significant. Local councils will be able to issue civil penalties of **up to £7,000** for a breach, rising to **up to £40,000** — or potential criminal prosecution — for repeated or serious breaches, or for providing false or misleading information. Failing to register may also affect a landlord’s ability to regain possession of a property. In short, this is not something to leave until the last minute.

## Can my letting agent register on my behalf?

This is the question we are already being asked most often, and it is one where the detail is **still to be confirmed**.

The current indication is that landlords will remain personally responsible for their registration, and that agents may **not** be able to complete a landlord’s own registration for them — you are likely to need your own GOV.UK One Login and Landlord Registration Number. However, it is expected that agents will be able to **support** the process, for example by supplying property, tenancy and compliance information once you have your registration number.

The Government has said that further guidance on exactly how agents can act for landlords will be published in due course. As soon as that detail is released, we will confirm precisely what we can do on your behalf here at Rent Right Estates.

## What should landlords do now?

There is no need to register yet — the service is not live. For the moment, the most useful steps are simply to:

– Make sure your gas, electrical and EPC certificates are up to date and to hand
– Keep your tenancy and rent records organised
– Watch out for the confirmed launch date for our region

You can read the Government’s official guidance here: **[Get ready to register — Renting is changing](https://housinghub.campaign.gov.uk/renting-is-changing/get-ready-to-register/)**

## How Rent Right Estates can help

With around 25 years in the lettings industry, we are here to make changes like this as painless as possible for our landlords. We are following the PRS Database rollout closely and will update you with firm dates, fees and the practical detail — including how much of the process we can handle for you — the moment the Government confirms it.

If you have any questions in the meantime, or would like a hand getting your compliance paperwork in order ahead of registration, please get in touch.

**Rent Right Estates Ltd** · 01226 448222 · info@rentrightestates.co.uk

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*This article is intended as general information and reflects guidance available at the time of writing. Details of the PRS Database, including fees, dates and the role of letting agents, are still being finalised by the Government and may change.*