The Government has released further details about the mandatory Private Rented Sector (PRS) Database, providing more clarity on registration requirements, fees and the phased rollout across England. Following the initial announcement, landlords now have a clearer picture of the information they will need to provide and the deadlines they should prepare for.
Introduced under the Renters' Rights Act, the database is designed to improve transparency, help local authorities monitor landlord compliance and give tenants better access to information about their rental homes.
Registration will begin on 15 December 2026, starting in the West Midlands. Landlords should start reviewing their property information and compliance records ahead of the rollout.
What Will Landlords Need to Provide?
Private landlords with properties covered by the scheme will need to register themselves and each relevant rental property in England.
The information required will include:
- Property details: Full address, number of bedrooms and current rental status.
- Landlord information: Personal or organisation details and contact information.
- Management details: Contact information for managing agents, superior landlords and freeholders, where applicable.
- Compliance information: Gas Safety Certificates (where the property has a gas supply), electrical safety certificates, EPCs and relevant property licences.
- Tenancy information: Details such as rent, number of occupants and other relevant tenancy information.
Landlords can submit the supporting information during registration or provide any outstanding details within 28 days. They must also keep their records up to date, generally within 28 days of any relevant change or certificate expiry. Failure to provide outstanding information could result in the property registration being deactivated.
How Much Will Registration Cost?
The annual registration fee is £65 per property. There is no fee for registering as a landlord.
Once a property has been registered and the fee paid, landlords will receive a rental property registration number.
During the initial rollout, the first-year fee will be prorated. This means landlords registering earlier in the rollout will pay a reduced amount, rather than the full annual fee. Registration must then be renewed annually to keep each property on the database.
When Does Registration Begin?
The database will be introduced through a phased regional rollout, with each region receiving a three-month registration window.
The published schedule is:
- West Midlands: 15 December 2026 to 14 March 2027
- East of England: 15 January to 14 April 2027
- East Midlands: 15 February to 14 May 2027
- South East: 15 March to 14 June 2027
- Yorkshire and Humber: 15 April to 14 July 2027
- North West: 15 May to 14 August 2027
- North East: 15 June to 14 September 2027
- London: 15 July to 14 October 2027
- South West: 15 August to 14 November 2027
The registration deadline depends on where the rental property is located, not where the landlord lives.
Landlords with properties in different regions can register them together once the service opens, provided each property is registered before its relevant regional deadline.
What Happens If Landlords Fail to Register?
Registration is a legal requirement for landlords whose properties fall within the scheme.
Failure to register or maintain an active property registration could result in civil penalties of up to £7,000.
Penalties of up to £40,000 may apply in more serious circumstances, including knowingly or recklessly providing false or misleading information, or committing continuing or repeated breaches of certain requirements.
Keeping property information and compliance records organised will therefore become even more important.
How Landlords Can Prepare
Rather than waiting until registration opens in their area, landlords can take practical steps now:
- Review property details: Check that addresses, ownership and rental information are accurate.
- Check compliance certificates: Make sure gas, electrical and EPC records are available and up to date.
- Organise tenancy records: Keep rental amounts and relevant tenancy information accessible.
- Track important dates: Monitor certificate renewals, licence expiries and registration deadlines.
- Coordinate with managing agents: Agree who will provide the required information and help with the registration process.
Landlords remain responsible for starting their own registration, although they can ask a letting or managing agent to provide certain property, tenancy and compliance information on their behalf.
Keeping Your Property Records Organised with Propell
The introduction of the PRS Database adds another responsibility to landlords' existing property management obligations. With multiple properties, keeping track of compliance certificates, tenancy information, insurance documents and rental payments can become increasingly challenging.
Propell helps landlords bring essential property information together in one place. With rent tracking, document management, AI-powered document classification and compliance expiry reminders, landlords can keep their records organised and stay on top of important property management tasks.
As regulations continue to evolve, having a clear overview of your portfolio can make it easier to manage your responsibilities and prepare for upcoming changes.
Stay organised and keep your property information in order with Propell.
Frequently Asked Questions
Is the new landlord database mandatory?
Yes. Private landlords with properties covered by the scheme in England must register themselves and their relevant rental properties.
How much does registration cost?
The annual fee is £65 per property. The first-year fee will be prorated during the initial rollout.
What documents will landlords need?
Landlords will need to provide evidence of relevant gas safety, electrical safety and EPC records, along with information about applicable property licences and tenancy arrangements.
When does registration start?
Registration begins in the West Midlands on 15 December 2026. Other regions will follow monthly, with the final registration window closing on 14 November 2027.
