What Every Landlord Needs to Know About the New PRS Database

What Is the PRS Database?

A major change is coming for every landlord in England. Under the Renters' Rights Act 2025, the government is introducing a brand new national register called the Private Rented Sector (PRS) Database and registration will be compulsory for all private landlords.

The PRS Database is a new national online register of every private landlord and every privately rented property in England. Think of it as a central record that proves you are a legitimate, compliant landlord.

Once it goes live, anyone renting out a property in England must be on it. That means whether you own one property or fifty, you will need to register and pay an annual fee to keep your registration current.

The database will be accessible to tenants, local councils and enforcement bodies. Tenants will be able to search it before they rent, checking that a landlord is registered and whether they have any history of penalties. Councils will use it to track down and take action against non-compliant landlords more efficiently.

When Does It Launch?

The PRS Database is being introduced as part of Phase 2 of the Renters’ Rights Act. The government has confirmed it will begin rolling out from late 2026, with full national registration expected to be required through 2027 and into 2028.

This is separate from the main tenancy changes under the Act, such as the abolition of Section 21, which are expected to come into force from May 2026.

Who Has to Register?

Every private landlord in England who lets property under an assured or regulated tenancy must register. There are no exceptions based on portfolio size, so even landlords with a single property must sign up.

Importantly, using a letting agent does not remove your obligation. You, as the landlord, are legally responsible for being registered, even if an agent manages the day-to-day running of your property. That said, the government has confirmed that letting agents will be permitted to register and maintain database records on behalf of their clients.

What Information Will You Need to Provide?

When registering, landlords will need to submit the following for each property:

• Your details — name, address, phone number and email
• Property address — matching Land Registry records
• Property type — house, flat, HMO, number of bedrooms, furnished or unfurnished
• Occupancy information — number of households and residents
• Safety certificates — Gas Safety Certificate, EICR, and smoke/carbon monoxide alarm compliance
• Energy Performance Certificate (EPC) — current rating and certificate reference number

Every rental advert will also be required to display the property's unique PRS registration number, so tenants can look up the listing before committing to a viewing.

What Does It Cost?

The government has confirmed there will be an annual fee per property, though the exact amounts have not yet been set. The intention is for fees to cover the cost of running the database rather than generate a profit.

For context, similar schemes already operating in Scotland and Wales charge in the region of £33–£66 per landlord plus a small per-property fee. England's fees are expected to be in a similar range, though nothing is confirmed until the secondary legislation is published closer to launch.

For landlords with larger portfolios this will be a new recurring cost to factor into your financial planning.

What Happens If You Don't Register?

• Fines for first and repeat breaches
• You may not be able to serve a valid possession notice if the property is not properly registered
• You may not be able to legally advertise or let a property that is not registered
• Local councils will have enhanced powers to inspect properties, demand documents and identify unregistered landlords

The Landlord Ombudsman — What's That?

Alongside the database, the Renters' Rights Act also introduces a mandatory PRS Landlord Ombudsman scheme. This gives tenants a free, impartial route to resolve complaints without going to court, and decisions are legally binding on landlords.

Joining the Ombudsman scheme will also be compulsory for all private landlords, regardless of whether they use an agent. This is expected to become mandatory later in the wider rollout.

How Newcastle Residential Can Help

We understand this is a lot to take in, especially alongside all the other changes brought in by the Renters' Rights Act. The good news is that landlords who already use a managing agent like Newcastle Residential are well placed — we will be able to handle registration on your behalf and keep your records up to date.

Our advice for right now, while the database is still being built:

• Get your safety certificates in order — Gas Safety, EICR and EPC should all be current
• Organise your property documents digitally so they are easy to upload when the time comes
• Budget for annual registration fees as a new recurring cost
• Stay in touch with us — we will keep you updated as the launch date approaches and guide you through every step of registration

The PRS Database represents the biggest change to how landlords operate in decades. But with the right preparation, it is entirely manageable.

This article is for general information purposes only and does not constitute legal advice. We recommend seeking independent legal advice for your specific circumstances.