How the PRS database affects landlords in 2026

A new national register of private landlords and rental properties is being introduced in England as part of the Renters' Rights Act 2025. Called the Private Rented Sector (PRS) database, it will require every buy-to-let landlord to register themselves and each of their properties before they can legally let them. Failure to register will carry civil penalties of up to £5,000, and an unregistered landlord will be unable to serve a valid possession notice to reclaim their property. Scotland and Wales have run equivalent schemes for years; England is now catching up. This article covers what the PRS database is, when it launches, what landlords must do, and how to prepare.

What is the Private Rented Sector database?

The Private Rented Sector database (commonly called the PRS database) is a mandatory national register established by the Renters' Rights Act 2025. Its purpose is to create a publicly searchable record of every private landlord and every privately rented property in England, giving tenants, councils and other bodies access to verified information about who owns and manages rental homes.

The database is maintained and operated by a designated 'Database Operator' - an independent body appointed by the Secretary of State. The operator is responsible for receiving registrations, verifying information, issuing registration numbers, and providing access to authorised parties. The operator can also set and collect registration fees, which will be confirmed in secondary legislation.

The August landlord dictionary has a plain-English entry on the Private Rented Sector (PRS) database if you want a quick definition before reading on.

When does the PRS database launch?

The Renters' Rights Act 2025 brings its main tenancy provisions into force from May 2026. However, the PRS database has a separate commencement timetable. The government has confirmed a phased rollout, with the database expected to become operational in late 2026 and registration being rolled out progressively through 2027 and into 2028 as the system beds in.

This means that for many landlords the immediate priority after May 2026 is complying with the new tenancy rules (all tenancies become periodic, Section 21 is abolished, new grounds for possession apply), while the PRS database registration obligation will follow once the database is live and the operator has been designated.

For a full picture of all the changes coming from May 2026, see our Renters' Rights Act post-commencement landlord guide. A broader outlook on what else changed for small landlords this year is in the article What UK small landlords can expect in 2026.

Key dates at a glance

• May 2026 - Renters' Rights Act main provisions come into force. Section 21 abolished, all tenancies become periodic.

• Late 2026 - PRS database expected to go live. Database Operator designated. Registration opens for landlords.

• 2027 - Full registration required for existing landlords. Letting agents required to check registration before marketing or managing properties.

• 2028 onwards - Enforcement in full operation. Penalties for unregistered landlords actively pursued by councils and the Database Operator.

The precise dates will be confirmed by secondary legislation and government guidance. Landlords should monitor the government's Renters' Rights Act update pages and sign up to relevant alerts so they know exactly when registration opens for their area.

Who must register on the PRS database?

Registration is mandatory for every private landlord in England who lets a residential property under a private tenancy. This covers:

• Individual landlords - whether you have one property or a large portfolio

• Company landlords - limited companies, partnerships and other corporate structures that own and let residential property

• New landlords - must register before advertising or letting a property once the database is live

• Existing landlords - will have a transition period to register once the database is operational, exact window to be confirmed in regulations

Letting agents are not required to register as landlords, but the Act places a duty on agents to check that their landlord clients are registered on the database before accepting an instruction to market or manage a property. An agent who acts for an unregistered landlord may themselves be liable for a penalty.

Social landlords (housing associations and local authorities) and licence holders under certain housing schemes are generally outside the scope of mandatory PRS database registration, as they operate under separate regulatory frameworks.

What information do landlords need to register?

The registration form will require landlords to provide information about both themselves and each property they let. Based on the Act and the government's accompanying guidance, the information required is expected to include:

Landlord information

• Full legal name (or company name and registered number for corporate landlords)

• Principal correspondence address

• Contact telephone number and email address

• National Insurance number or equivalent (for identity verification)

• Details of any letting agent acting on the landlord's behalf

Property information (for each property)

• Full address of each rental property

• Property type and number of rooms or units

• Current tenancy status (occupied or vacant)

• EPC rating and certificate reference number

• Whether the property requires an HMO licence, and if so the licence number

• Gas Safety Certificate reference (if the property has gas)

• EICR reference number

Landlords will be required to keep this information up to date. Changes such as a new tenancy, a change of address, or the renewal of a compliance certificate must be updated on the register within a specified period, expected to be 14 to 28 days from the change.

What landlords cannot do without being registered

The PRS database is designed with teeth. The Act ties several key landlord actions to registration, meaning an unregistered property owner loses important legal protections and abilities.

Serving possession notices

This is the most significant restriction. An unregistered landlord cannot serve a valid Section 8 possession notice. Given that Section 21 has already been abolished, this means an unregistered landlord has no legal mechanism to regain possession of their property at all. If a tenant refuses to leave and the landlord has not registered, they cannot start court proceedings.

This makes registration a precondition for the entire eviction process. Our guide to how long eviction takes in the UK in 2026 explains the court process - but all of it starts with a valid Section 8 notice, which requires a valid registration.

Letting agents marketing the property

Letting agents are prohibited from advertising or managing a property on behalf of an unregistered landlord. Agents must verify registration status before taking on a new instruction, and must cease acting if a landlord's registration lapses or is revoked. This creates a practical gate: if you want a letting agent's help, you must be registered.

HMO licensing

Local authorities will be required to check PRS database registration status when processing HMO licence applications. An unregistered landlord cannot obtain a mandatory HMO licence or renew an existing one. Since operating an unlicensed HMO that requires a licence is already a criminal offence, this compounds the risk significantly for HMO landlords who let registration lapse.

Our mandatory HMO licensing guide explains the full licence application process. Once the PRS database is live, registration on the database will become a prerequisite.

How tenants and councils use the PRS database

Tenant access

Tenants and prospective tenants will be able to search the database to confirm whether their landlord and property are registered. This gives renters a simple way to check legitimacy before signing a tenancy agreement or paying a deposit. Tenants will also be able to see whether a property has valid compliance certificates on file.

If a tenant discovers they are renting from an unregistered landlord, they can report this to the local council for enforcement action. They may also apply to the First-tier Tribunal for a rent repayment order covering up to 24 months of rent paid while the landlord was unregistered.

Local authority and enforcement access

Local councils will have enhanced access to the database, including the ability to view compliance certificate details, tenancy information and registration history. This is expected to materially assist councils in targeting enforcement action at landlords with poor compliance records, and in identifying unlicensed HMOs and properties with outstanding improvement notices.

Councils running selective licensing schemes will also be able to cross-reference the PRS database with their licensing records. See our selective licensing guide for more on how those schemes work alongside national registration.

The Database Operator's role

Beyond maintaining the register, the Database Operator can investigate compliance, issue registration numbers, suspend or revoke registrations for persistent non-compliance, and publish anonymised data about the private rented sector. The operator's annual reports are expected to become a key data source for housing policy research and journalism.

How much will PRS database registration cost?

Registration fees will be set by the Database Operator and confirmed in secondary legislation. No firm figure has been published at the time of writing, but the government has indicated that fees should be set at a level that is sufficient to cover the costs of running the database without generating a profit.

Comparable schemes elsewhere in the UK give a rough sense of what to expect:

• Scotland's Landlord Registration scheme charges around £66 per landlord plus £11 per property (as of 2025/26)

• Wales's Rent Smart Wales charges around £33.50 for online self-registration per landlord, plus separate letting agent licensing fees

• England's fee structure has not been confirmed but is expected to be in a similar range

For most landlords, registration will be a one-off cost plus a periodic renewal fee (likely every three to five years). For a large portfolio landlord with ten properties, the total annual cost is unlikely to exceed a few hundred pounds and may well be considerably less. Registration fees are likely to be deductible as an allowable expense against rental income.

See our allowable expenses for landlords guide for a full list of deductible costs.

Penalties for failing to register

The Act sets out a graduated penalty regime for landlords who fail to register, fail to keep their registration up to date, or provide false information:      

• Failure to register or renew - civil penalty up to £5,000 per landlord

• Failure to update registration details within the required timeframe - civil penalty up to £2,500

• Providing false or misleading information - civil penalty up to £30,000

• Continued letting after registration is revoked - civil penalty up to £30,000 and potentially criminal prosecution

On top of these civil penalties, tenants can apply to the First-tier Tribunal (Property Chamber) for a rent repayment order (RRO) of up to 24 months' rent if their landlord is unregistered. This is the same mechanism that applies to unlicensed HMOs and other serious housing offences under the Renters' Rights Act.

The Renters' Rights Act doubled the maximum RRO from 12 to 24 months as part of its package of reforms. Our grounds for possession guide covers the full enforcement landscape post-commencement.

How to prepare before the database launches

The PRS database is not yet live, but there are concrete steps landlords can take now to make registration as smooth as possible when the time comes.

1. Gather your compliance certificates. Registration will require current EPC, EICR and gas safety certificate details for every property. If any certificates are due for renewal, schedule them now.

2. Prepare your property records. Compile accurate addresses, property types, room counts and tenancy statuses for your entire portfolio. A simple spreadsheet works well.

3. Confirm your company details if you let through a limited company. You will need the company registration number and registered address, which must match Companies House records.

4. Check your EPC ratings. The minimum is currently E, and the government has signalled future increases. Properties at E risk falling below compliance if standards are raised. See our MEES guide for landlords for the current and upcoming requirements.

5. Monitor government announcements. The commencement date for the database and the registration fee structure will be confirmed in secondary legislation. Sign up to MHCLG and GOV.UK alerts.

6. Talk to your letting agent. If you use an agent, they will need to verify your registration status. Discuss the process with them now so there is no disruption to your lettings when the database goes live.

Add a reminder to review your compliance certificates every year using the August landlord calendar to make sure nothing lapses when registration renewal falls due.

How England compares to Scotland and Wales

England is following a path already taken by both devolved nations. Landlord registration has been in operation in Scotland since 2006 and in Wales since 2015, so there is a substantial evidence base for how these schemes work in practice.

Scotland's Landlord Registration scheme is run by local councils and requires landlords to renew every three years. A landlord found to be 'not a fit and proper person' can be refused registration, effectively preventing them from letting legally. The Scottish scheme has been credited with improving landlord compliance and making it easier for councils to identify rogue operators.

Wales's Rent Smart Wales scheme takes a similar approach, adding a mandatory training and licensing requirement for landlords who self-manage (rather than using a licensed agent). England's PRS database does not currently include a training requirement, though this could be introduced in future regulations.

For English landlords with properties in Scotland or Wales, registration on those national schemes is already a legal requirement. Once England's PRS database launches, registration obligations will apply across all three nations.

Frequently asked questions

Is the PRS database the same as an HMO licence?

No. The PRS database is a separate register of all private landlords and properties, regardless of property type. An HMO licence is a property-specific licence issued by the local council that applies only to houses in multiple occupation that meet the licensing threshold. Both will be required for landlords with licensable HMOs: you will need to be registered on the PRS database AND hold a valid HMO licence.

Will the PRS database be publicly searchable?

The database will allow tenants and the public to search for a specific landlord or property to confirm registration status. However, sensitive personal details such as the landlord's home address or National Insurance number will not be publicly visible. The level of public access to specific property data will be confirmed in the regulations governing the Database Operator.

What happens if a landlord's registration is revoked?

If the Database Operator revokes a registration - for example because a landlord has persistently failed to comply with housing standards - the landlord cannot legally continue letting. They cannot serve a valid Section 8 notice, they cannot renew an HMO licence, and they cannot instruct a letting agent. Continued letting after revocation is an offence carrying a civil penalty of up to £30,000.

Does registration apply to furnished holiday lets?

The PRS database applies to assured and assured shorthold tenancies (and their successors under the Renters' Rights Act). Furnished holiday lets (FHLs) operated under licence agreements are generally outside the scope of the scheme, though landlords transitioning from the FHL tax regime who start offering longer-term tenancies should take advice on whether registration applies to them.

Can I be registered in England if my property is managed by an agent in Scotland?

Each devolved nation has its own scheme. If you have a property in England, you register on the English PRS database. If you have a property in Scotland, you register on the Scottish Landlord Registration scheme. Registrations are not transferable between national schemes.

Key takeaways

• The Private Rented Sector database is a new mandatory national register of private landlords and rental properties in England, introduced by the Renters' Rights Act 2025

• The database has a separate, phased launch timetable from the main Act - expect registration to open in late 2026 with full compliance required through 2027 and 2028

• An unregistered landlord cannot serve a valid Section 8 possession notice, cannot instruct a letting agent, and cannot renew an HMO licence, making registration essential for continued lawful letting

• Penalties for non-registration run from £5,000 for basic failure to register up to £30,000 for providing false information or letting after revocation, plus potential rent repayment orders of up to 24 months' rent

• Prepare now by consolidating compliance certificate records, reviewing EPC ratings and monitoring secondary legislation for the commencement date and fee structure

• Scotland and Wales already run equivalent schemes successfully. England's PRS database follows an established model with a strong track record of improving landlord compliance.

This article is intended for general informational purposes only and does not constitute legal, financial, or professional advice. Landlord and tenant law is subject to change, and the information in this article reflects the position at the time of writing. You should always seek independent legal or professional advice before taking any action in relation to your property or tenancy.