The 15th December 2026 sees the introduction of the nationwide landlord database which will require all landlords in England who offer assured periodic tenancies to register themselves and their properties.
The PRS Landlord Database will be known as the 'Register Your Rental Property Service' opens in the West Midlands on 15th December 2026 and monthly thereafter in the remaining 8 regions, coming to a close on 14th November 2027.
Failure to register with the database will result in penalties of up to £40,000.00. possible Rent Repayment Orders (RROs) and landlords being unable to obtain possession.
The following provides an overview on how landlords, letting agents and third parties can prepare themselves to be registration ready.
Registration - To register, landlords must use a gov.uk.one to create a landlord entry and an entry for each of the properties they own. Landlords must provide specific details about themselves as well as information relating their properties. Once registration is complete, they must pay £65.00 per property (their is no fee for the landlord registration) and upon receipt of payment, unique reference numbers will be generated identifying both landlord and each of the properties - a Landlord Registration Number and a Property Registration Number.
Who does What? A pressing question is whether letting agents can register on behalf of the landlord. Section 4 of the Private Rented Sector Database Regulations states clearly the landlord start and end the registration process. However, there are circumstances where a third party other than a landlord can register on the database, for example, executors of the estate of a deceased landlord or someone who has been granted a power of attorney. Other the exceptions also include where the landlord’s property has been repossessed or the landlord is declared bankrupt.
Which properties must be registered? To begin with landlords will need to register a property let under an assured periodic or regulated tenancy. This means landlords will not be required to register unoccupied properties until they become occupied under an assured periodic tenancy. Secondary legislation will be introduced requiring the registration of properties before they can be marketed, advertised or let. Landlords and letting agents will also need to publish the unique identifiers for landlords and properties on property details.
Time will be of the Essence. Registration opens on 15th December 2026 in the West Midlands with 3 month window to meet the deadline on 14th March 2027. A landlord may register a property without uploading information about the property, but it is important to note that all the required information must be provided within 28 days of the entry being made. The government have decided on a phased approach to database registration, therefore, rollout for the other 8 regions will take place one month apart concluding with the final deadline on 14th November 2027.
Post Registration - Database registration is the start of the mandatory process for landlords as they will also be required to update and maintain the database entries, ensuring that any changes are dealt with within 28 days, therefore, landlords must ensure they update within the statutory timeframe and throughout the tenancy.. Some of the key changes include but are not limited to:-
Renewal of gas or electrical safety certificates
A new EPC or an exemption from MEES.
Changes to the rent amount when the rent is increased
Changes to the number of occupants
What about privacy? - Understandably one of the concerns relates to privacy and who will have access to the information on the Database, but reassuringly, the government has advised only 'limited access will be granted allowing key legislative information to be seen. Once each region’s deadline has closed, local authorities will have access to the database and begin to cross reference information with their records, no doubt that’s when enforcement will begin.
FAQs
What is ‘Register Your Rental Property’ Service?
‘Register Your Rental Property’ Service’ is the public name given to the Private Rented Sector Database. Private landlords in England must use it to register themselves and all properties let on an assured periodic tenancies and regulated tenancies..
Who will run the service?
The service will be overseen and operated by MHCLG, but enforcement will sit with local authorities.
Why is the purpose of the Database?
The Database gives local councils a clearer picture of the private rented sector and allows landlords to demonstrate that they meet statutory requirements.
Who needs to register?
All private landlords renting out a property in England that is occupied by tenants on an assured periodic tenancy or regulated tenancy must register. This applies regardless of portfolio size and includes institutional, commercial landlords and charities and trusts.
Are there any exceptions?
While most private residential landlords must register, Schedule 2 of the regulations sets out circumstances where an exception, such as social housing and non-Housing Act tenancies that fall outside the mandatory registration scope.
What about Joint Landlords?
Where a property is let by two or more landlords, each landlord must register. One joint landlord registers the property and invites the others to the property registration. Anyone who owns part of a rental property and is entitled to possession must register as a joint landlord, even if they are not named on the tenancy agreement.
How do Companies, Charities and Trusts register?
Companies, charities, trusts, limited liability partnerships (LLPs) and Limited Companies (Ltd) must provide a nominated contact, their Companies House or Charity Commission number where applicable and details of directors.. Trusts must also give details of the lead trustee.
How much does registration cost?
The annual fee is £65.00 per property. There is no charge for the landlord to register or for updating landlord or property records.
Is the fee reduced during the rollout?
Yes. Fees are pro-rated so that landlords who register early do not pay more than those who register later. Any days before 15th November 2027 are disregarded. GOV.UK gives two worked examples:
registering on 15th December 2026 costs £5.34 for the first period
registering on 25th June 2027 costs £39.60 for the first period
When is the renewal date?
The renewal date is one year from the date the first property was registered.
Is the fee tax deductible?
The government guidance states that the fee is tax deductible.
Do empty properties need to be registered from the 15th December 2026?
Between 15th December 2026 and 14th November 2027, landlords only need to register properties that are let, or that become let during this period. In future, unoccupied properties will need to be registered before they are marketed, advertised or let.
Does each room in an HMO need a separate registration?
No. A licensed house in multiple occupation (HMO) is registered once as a whole property.
Can landlords register before their region opens?
Yes. The service is open to all landlords from 15th December 2026. Landlords with properties in several regions can register them all at the same time, provided none are registered after the relevant deadline.
When must every landlord be registered by?
All landlords actively letting property in England must be registered by the deadline date in the region the property is located in.
What do the registration numbers look like?
Landlord numbers are formatted L-XXXX-XXXX and rental property numbers are formatted P-XXXX-XXXX.
Is there an offline option?
Yes. Landlords without digital access can use a paper based application process. A dedicated contact centre will support registration and renewal once the service is live.
Must all the relevant information be provided at once?
No. The tenancy, rent, licensing and safety information can be provided at the same time as the property details or within 28 days of submitting the registration. If it is not provided within 28 days, the registration may be deactivated and the landlord may be in breach of the requirement to hold an active registration for a let property. The service will send a reminder before this happens.
How should landlords prepare?
Setting up a GOV.UK One Login in advance will also save time. Landlords should gather and check current gas safety records, EICRs, EPCs, licence numbers, tenancy and rent details, contact details for any letting agent, freeholder or superior landlord.
Can a letting agent register properties on the landlord's behalf?
No. The landlord must start every property registration and pay the fee. Registration remains the landlord's legal responsibility.
What can a letting agent or property manager do?
The landlord can designate uploading the relevant information for properties to their letting agent. Letting agent must update their Terms and Conditions of Business which will clarify exactly what role and duties they have.
Who is responsible for the accuracy of information a letting agent submits?
The letting agent is responsible for the accuracy of the information they submit, therefore they must have a system in place to ensure the information they add to the database is accurate.. The landlord remains responsible for ensuring the property record is completed within 28 days, even where a letting agent has been designated to assist..
What should letting agents do to prepare?
Letting agents must review their terms and conditions, confirm with each landlord exactly what they will assist the landlord with.
Can anyone else register behalf a landlord?
Yes, in limited circumstances. A third party may register or update a record where a power of attorney has been granted, where an executor deals with the estate of a deceased landlord, where the court has appointed deputy, guardian, receiver, trustee in bankruptcy, liquidator, administrator or mortgagee. The party in question must provide a certified or sealed copy of their authority and should contact the service directly.
What happens when details relating to the property, tenancy or landlord change?
Landlords must report changes or expiries, including personal details, occupancy and safety certificates, within 28 days. Updates are free of charge.
What happens if a landlord has no active properties?
The landlord registration is deactivated when there are no active properties on the service.
What are the penalties for not registering?
Local authorities can impose a civil penalty of up to £7,000.00 for failure to register, for Knowingly or recklessly providing false or misleading information. For continuous or repeated breaches can lead to a civil penalty of up to £40,000.00 or criminal prosecution.
Can tenants take action?
Yes. From 15th December 2026, tenants can apply to the First-tier Tribunal for a Rent Repayment Order where a landlord has knowingly or recklessly given false or misleading information or has committed continuing or repeated breaches. This only applies once the registration period for the property's region has opened.
Does registration affect possession claims?
Yes. From winter 2027 a landlord and property must be registered before a court can grant a possession order, except where possession is sought under grounds 7A or 14.
Will unique property registration numbers be required on property details?
Yes, in future. Landlord and property numbers will need to be shown on all property details once this requirement comes into force. Landlords and letting agents may include them voluntarily now.
Will tenants be able to search the database?
Not at the point of the launch. The public facing part of the service will follow, allowing tenants to view some of the information landlords provide before they rent.
Official guidance
Register your rental property service - guidance for landlords
Register your rental property service - guidance for letting agents and property managers
Register your rental property service - guidance for third parties
The Guild of Letting & Management provides training, CPD and compliance support for letting agents, property managers, block managers, landlords and local authorities on the Renters' Rights Act.
Visit guildofletting.com for more information.
These FAQs are provided for general guidance and training purposes only and do not constitute legal advice.