The requirement to register for the Private Rented Sector Database – what do you need to know?

Private Rented Sector Database

Following the first phase of the Renters Rights Act 2025, which took effect from 01 May 2026, the Government has announced that the Private Rented Sector Database will begin to be rolled out from 15 December 2026.

What is the Private Renter Sector Database?

The Private Rented Sector Database (the “PRS Database”) is a national database that will require landlords to register details about themselves and the properties they let. Details of this is set out in the Private Rented Sector Database Regulations 2026 (please be aware that this is still currently draft legislation).

What is the PRS Database going to be used for?

The aim is to assist local authorities to identify non-compliance in the private rented sector. It is suggested that it will increase transparency and accountability, but of course with that comes an increase in the administrative burden for landlords and their lettings agents.

Local housing authorities will have access to the PRS database to verify information, correct errors, and remove entries that appear non-compliant. Tenants will also be able access the PRS database to check if their landlord is registered and compliant.

What are the relevant timelines?

Whilst the database is due to be launched on 15 December 2026, there is a phased rollout taking place region by region, and so it is vital that all landlords are aware of the specific dates relevant to them.

Landlords are required to register on the PRS Database within 3 months of the date for their region, which are as follows: –

• West Midlands – Regulations in force on 15 December 2026
• East of England – Regulations in force on 15 January 2027
• East Midlands – Regulations in force on 15 February 2027
• South East – Regulations in force on 15 March 2027
• Yorkshire and Humber – Regulations in force on 15 April 2027
• North West – Regulations in force on 15 May 2027
• North East – Regulations in force on 15 June 2027
• London – Regulations in force on 15 July 2027
• South West – Regulations in force on 15 August 2027

What steps do landlords need to take?

Who?

Either the residential landlord (or intended residential landlord) must make the registration. Landlords may delegate such responsibilities to their instructed agents, but will themselves remain liable in the event of their agents’ non-compliance, and so care must be taken by landlords regardless.

Regulation 4 of the Private Rented Sector Database Regulations 2026 explicitly states that the landlord must register with the PRS Database unless an exception applies. However, those exceptions principally relate to landlords with banning orders and mortgage powers of sale, and so are greatly limited in scope.

What entries must be registered?

There are two types of entry that must be registered.

Firstly, a ‘landlord entry’ requires the following details for registration:

Individual landlords:

• Name of individual/entity who is, or is intending to become a landlord;
• Date of birth;
• Contact details (address, phone number, email address); and
• Whether the individual/entity is acting in a particular capacity.

Company landlord details:

• Name of organisation/description by which it is known;
• Type of legal entity;
• Address (which cannot be a PO Box number);
• Telephone number and email address;
• Name, date of birth, email address and telephone number of the individual making the entry on behalf of the organisation;
• Name of nominated contact within the organisation for the purposes of the database, and their email address and telephone number;
• Companies House Registration number, if applicable;
• Charity number, if applicable;
• Where a Companies House registration number is not provided, the names, dates of birth and addresses of all directors, trustees, partners or members of the governing body of the organisation; and
• Where the organisation is a constituted as a trust, the name, date of birth, address, email address and telephone number of the lead trustee.

Secondly, a ‘dwelling entry’ requires the following details for registration:

• The property address;
• Ownership (freehold, leasehold etc);
• Dwelling type (flat, terraced, semi- detached etc);
• Number of bedrooms;
• Contact details of freehold owner;
• Contact details of any superior landlord;
• Contact details of any property manager;
• Tenancy documents (including number of occupants/households, whether it is an HMO);
• The amount of rent and whether bills are included, and how often rent must be paid;
• Whether it is furnished, part furnished or unfurnished; and
• Health and safety information/documents (Energy Performance Certificate, Gas Safety Certificate and Electrical Installation Certificate etc).

What fees apply?

There is a fee of £65 payable for each property. The fees will be payable for the initial registration, annual renewals, and any reactivation.

How long will the registration last?

The registration is valid for 12 months from the date of first registration in most circumstances. Both of the different types of entries must be renewed annually, and must be updated within 28 days should any of the information lodged become invalid or out of date.

For landlords with multiple properties, the renewal date will be 12 months from the date on which the first property was registered, meaning that the landlord’s entire portfolio will handily have the same renewal date.

What are the consequences for not complying?

Fines can be imposed against landlords who have not registered, marketed a property without an active landlord and property entry on the PRS database, or failed to update the PRS database record after it changes. These offences carry a maximum civil financial penalty of up to £7,000 per breach. Fines can be levied against landlords, as well as separately against lettings agents, where multiple parties are at fault for the breach.

Further, it is a criminal offence for a person to knowingly or recklessly provide information which is false or misleading to the database operator. These offences carry a maximum civil financial penalty of up to £40,000, or a criminal prosecution and an unlimited fine on conviction.

Landlords can also be prevented from seeking possession of the property if they have not complied with the PRS Database requirements, even if grounds under Section 8 of the Housing Act 1998 (as amended) would otherwise be made out.

It is therefore crucial for landlords to ensure they are compliant, and remain compliant, with the PRS Database regulations going forward.

How can Ellis Jones help you?

Ellis Jones have a specialised Dispute Resolution team available to assist both Landlords and Tenants. If you are a Landlord that would like further understanding of how the Scheme might affect you and the possession action you can take, or you are a tenant faced with a landlord that is applying pressure on you in respect of rent arrears, we would be happy to discuss your case and see if we are able to assist. Should you wish to discuss this further, please do not hesitate to contact our specialist Dispute Resolution team on 01202 525333 or emma.bowditch@ellisjones.co.uk.

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