The PRS Database: What Every Landlord Needs to Know

Simon breaks the whole thing down in this week's Property Magic Podcast. Give it a listen, then read on for the full written guide.

Table of Contents

• What Is the PRS Database?
• When Does the PRS Database Launch?
• Who Needs to Register?
• How Much Does It Cost?
• How to Register Your Rental Property
• What Information You Will Need
• Penalties for Getting It Wrong
• What the PRS Database Means for Landlords
• Frequently Asked Questions

The PRS Database is coming, and every private landlord in England needs to be ready. The government has confirmed that its new landlord register, officially called the Register your rental property service, will start rolling out from 15 December 2026. It is one of the biggest changes yet under the Renters' Rights Act. You will need to register yourself and each rental property, pay an annual fee, and show your landlord registration number on every advert. Miss your deadline and you could face a civil penalty. This guide explains what the Private Rented Sector Database is, who needs to register, what it costs, and how to get ready in good time.

What Is the PRS Database?

The PRS Database is a new national register of private landlords and rental properties in England. Part 2 of the Renters' Rights Act created it. The legislation calls it the Private Rented Sector Database, but the government now refers to it publicly as the Register your rental property service.

Why the Government Is Introducing It

The aim is to bring transparency to the private rented sector. Local councils will be able to see who owns and manages rented homes, which should help them find and act on rogue landlords more quickly. Tenants will also be able to check whether a landlord has registered. The government says this creates a fairer market, where responsible landlords can show they meet the required standards. In short, the PRS Database aims to reward compliant landlords and make life harder for those who cut corners.

Key takeaway: The PRS Database is a national landlord register under the Renters' Rights Act. It gives councils and tenants a way to check that landlords are compliant.

When Does the PRS Database Launch?

The Register your rental property service opens on 15 December 2026. It will not go live everywhere at once. Instead, the government is rolling it out region by region over 12 months, starting with the West Midlands. This staggered approach aims to stop the system becoming overwhelmed.

Regional Deadlines

Your deadline depends on where your property is located, not where you live. Once your region opens, you get a three-month window to register. The table below shows the dates for each of the nine regions of England.

You can register earlier than your regional window if you wish. That is useful if you own properties in several regions and want to register them all at once.

Key takeaway: The PRS Database opens on 15 December 2026 and rolls out region by region until November 2027. The property's location sets your deadline, and you can register early.

Who Needs to Register?

Most private landlords in England will need to register. The rules apply to landlords who let under an assured tenancy or a Rent Act 1977 regulated tenancy. Since 1 May 2026, almost all assured shorthold tenancies converted automatically to assured periodic tenancies, so the vast majority of buy-to-let landlords are in scope.

Who Is Exempt

A few situations fall outside the rules for now:

• Live-in landlords who take in a lodger do not need to register
• High rent tenancies, where the rent is more than £100,000 a year, are not covered
• Low rent tenancies, under £250 a year outside London or £1,000 a year in London, are not covered
• Supported and social housing is dealt with separately

One point often missed: if you rent a property to a family member at a normal rent, you still need to register. The government can also widen the rules later, so keep an eye on updates.

Key takeaway: If you let a standard buy-to-let on an assured periodic tenancy, you must register. Lodgers, very high rents and very low rents are the main exceptions.

How Much Does It Cost?

Registering yourself as a landlord is free. The cost sits on the property. You pay £65 to register each rental property, and you renew that registration every year for another £65. So a landlord with five properties pays £325 a year, and a landlord with ten pays £650 a year.

The fee is per property, not per owner. If you own a property jointly, for example with a spouse or business partner, you still pay one £65 fee for that property. Each owner registers as a landlord, but the property has a single registration.

Key takeaway: Registering as a landlord is free. Each property costs £65 a year, whatever the number of owners, and you renew annually.

How to Register Your Rental Property

Registration happens in two stages, and it is done through GOV.UK. You will use your GOV.UK One Login to get started.

Step One: Get Your Landlord Registration Number

First you register yourself as a landlord. You give some basic details, such as your name, date of birth, address and contact details. This is free, and it gives you a Landlord Registration Number. If a property has more than one owner, each owner registers and gets their own number. Companies and trusts register too, giving the relevant entity details.

Step Two: Get a Property Registration Number

Next you register each property, which gives you a Property Registration Number and costs £65. During the beta test, this took around ten minutes per property. Once your region's deadline has passed, both your Landlord Registration Number and your Property Registration Number must appear on every listing and advert, including on portals like Rightmove and Zoopla, and on social media.

What If You Use a Letting Agent?

You must start the registration yourself, even if an agent manages the property. Your agent can then upload some of the information for you. However, you remain responsible for making sure the details are correct and complete. Agents and portals also have their own duty: they cannot market a property without valid registration numbers in place.

Key takeaway: Register yourself first for a free Landlord Registration Number, then register each property for £65. You must start the process, even with an agent.

What Information You Will Need

Most of what you need is information a professional landlord already holds. It helps to gather it before you start. For each property, expect to provide:

• The property address, plus a correspondence address that is not a PO Box
• The property type and how you own it, such as freehold, leasehold, share of freehold or commonhold
• Whether the property has any licensing, such as a selective licence or an HMO licence, and the licence number
• Whether it is occupied, how many households live there, and how many people in total
• The number of bedrooms, not counting rooms smaller than 4.64 square metres
• The rent, how often you charge it, and whether it includes any bills
• Whether the property is furnished, part-furnished or unfurnished
• Your gas safety certificate, which you must upload within 28 days to keep the property registered
• Your electrical safety certificate, either an EIC or an EICR
• Your EPC, which the system checks against the EPC register
• Contact details for the freeholder, any superior landlord and the property manager

You must keep this information current. You have to update any change, such as a new gas safety certificate or a new rent, within 28 days.

Key takeaway: Gather your certificates and tenancy details first. Your gas, electrical and EPC records are central, and everything must stay up to date within 28 days.

Penalties for Getting It Wrong

The penalties are significant, so this is not something to leave until the last minute. Once your region's deadline passes, your local council can enforce the rules.

The Fines You Could Face

• A civil penalty of up to £7,000 for a first breach, such as failing to register or letting active entries lapse
• A civil penalty of up to £40,000, or a criminal prosecution, for giving false or misleading information or for a repeated or continuing breach
• Losing the ability to regain possession, because you cannot use most Section 8 grounds if the property is not registered

That last point matters. If you are not registered, you lose access to most possession grounds, with only narrow exceptions for serious anti-social or criminal behaviour. In other words, the database links directly to your ability to manage your tenancy.

Key takeaway: Fines run from £7,000 up to £40,000, and an unregistered property cannot use most possession grounds. Registering on time protects your income and your control.

What the PRS Database Means for Landlords

The PRS Database is another layer of compliance, and it arrives on top of Section 24 and the wider Renters' Rights Act. For some landlords it will feel like more red tape and more cost. That is understandable. But there is a positive side for those who run their portfolios well.

An Edge for Professional Landlords

Tenants will soon be able to see whether a landlord has registered and is compliant. If you keep your certificates in order and your registration current, you can show tenants you are a professional. That builds trust and helps good landlords stand out. The landlords who struggle will be the ones who are disorganised, not the ones who prepare.

Our advice is simple. Do not panic, but do prepare. Find your regional deadline, get your gas, electrical and EPC certificates in order, and register early if your portfolio spans several regions. The best way to stay ahead of every change is to surround yourself with people who are already doing it well.

Key takeaway: The PRS Database adds admin, but it rewards professionalism. Prepare early and you turn a compliance task into a mark of trust with tenants.

Frequently Asked Questions

Is the PRS Database Live Yet?

No. The Register your rental property service starts rolling out on 15 December 2026, beginning with the West Midlands. It then opens region by region, covering all areas by November 2027.

Do Landlords Have to Register on the PRS Database?

Yes. Once registration becomes compulsory in your region, every landlord letting under an assured periodic tenancy or a Rent Act tenancy must register themselves and each property. Registration is a legal requirement, not an optional scheme.

How Much Does the PRS Database Cost?

Registering as a landlord is free. Registering each property costs £65 per year, and you renew annually. The fee is per property, so a portfolio of five properties costs £325 a year.

Can I Register Early, Before My Region Opens?

Yes. You can register from the launch on 15 December 2026, even if your region's deadline falls later. This is helpful if you own properties in more than one region and want to register them together.

I Own a Property Jointly. Do We Both Pay £65?

No. Each owner registers as a landlord and gets their own Landlord Registration Number, but the property has a single registration and a single £65 fee. Both owners' numbers will need to appear on adverts.

How Often Do I Need to Update the Database?

You must update any information or document within 28 days of it becoming out of date. That includes a new gas safety certificate or a change in the rent.

How Often Do I Renew, and Can I Set Up a Direct Debit?

Registrations last a year, and then you must renew them. You cannot set up a direct debit, because you have to confirm your details are still correct at each renewal. If you do not renew, your entry becomes inactive and you are in breach.

When Is Renewal Due if I Have More Than One Property?

The system synchronises your renewals. Every property you register renews on the anniversary of your first property registration, so you do not have to renew each one on a different date.

Does the PRS Database Replace Selective Licensing?

No. The database is in addition to selective licensing. If your property sits in a selective licensing area, you will still need the licence as well as your database registration.

Do I Need to Register if I Rent to a Family Member?

Yes, if you charge rent above the low-rent thresholds, which are £250 a year outside London and £1,000 a year in London. Renting to a relative at a normal rent still counts, and you will also need to meet the other legal requirements.

What Happens if I Do Not Register?

Your council can issue a civil penalty of up to £7,000, rising to £40,000 for false information or a repeated breach. You also cannot use most Section 8 possession grounds while the property is unregistered, which limits your control over the tenancy.

Final Thoughts: Get Registered, Stay Compliant

The PRS Database is a big change, but it is a manageable one. The information it asks for is largely what a good landlord already keeps. The two things that matter most are knowing your regional deadline and having your certificates ready. Do those, register on time, and you avoid the fines while showing tenants you run a professional operation.

The Renters' Rights Act keeps evolving, and the landlords who thrive are the ones who stay informed and prepared. That is exactly what property investors network exists to help you do.