The New Private Rented Sector Database – What Does It Mean for Landlords?
As part of the Government’s ongoing reforms under the Renters’ Rights Act 2025, a new Private Rented Sector (PRS) Database is being introduced across England.
Officially known as the ‘Register Your Rental Property’ service, the database will introduce a mandatory registration requirement for private landlords and their rental properties. It is intended to improve transparency within the private rented sector, help local authorities identify non-compliant landlords and give tenants greater confidence in the properties they rent.
The new service launches on 15 December 2026, with a phased regional rollout continuing throughout 2027.
At Stepping Stones Letting, we appreciate that landlords are already facing a considerable number of changes to legislation and additional responsibilities. We want to reassure our clients that we will be doing everything possible to make this new process as straightforward and hassle-free as we can.
Here’s what you need to know.
What is the PRS Database?
The PRS Database will create a central Government record of private landlords and the rental properties they own.
Landlords will be required to register themselves and each eligible rental property through the Government’s online service.
The database will contain information about landlords, their properties, tenancy arrangements and relevant safety and compliance documentation.
It will also give local authorities improved access to information, helping them identify landlords who are not meeting their legal obligations.
Registration will be a legal requirement, and failure to comply could result in financial penalties.
Who needs to register?
The requirement applies to private landlords renting out properties in England under eligible assured or regulated tenancies.
During the initial rollout, landlords will need to register properties that are currently occupied or become occupied during the rollout period.
The Government intends to extend the requirements to unoccupied properties before they can be advertised for rent in the future.
If you own more than one rental property, each eligible property will need its own registration.
What will landlords need to do?
Landlords will need to register themselves using the Government’s online service, which will be accessed through GOV.UK One Login.
They will then need to initiate the registration of each rental property.
This is the important part: the initial landlord registration and the start of each property registration must be undertaken by the landlord personally.
When registering, landlords will need to provide basic information about themselves and their properties, including:
- Personal or company details and contact information.
- The full address of each rental property.
- Basic property details, including the number of bedrooms.
- A correspondence address.
- Details of their letting or managing agent, where applicable.
Landlords will also need to pay the Government’s registration fee for each property.
How will Stepping Stones Letting help?
This is where we want to make life considerably easier for our landlords.
Although the initial registration must be started by the landlord, the Government has confirmed that landlords can authorise their letting or managing agent to provide much of the remaining property, tenancy and compliance information.
Once you have initiated your property registration, you will be able to nominate Stepping Stones to assist with the relevant sections of the process.
Using the information and documentation we already hold as part of our property management service, we will be able to help provide details such as:
- Current tenancy and rental information.
- Number of tenants and households occupying the property.
- Whether the property is furnished, part-furnished or unfurnished.
- Details of any applicable HMO, selective or additional property licences.
- Gas Safety Certificates.
- Electrical Installation Condition Reports (EICRs).
- Energy Performance Certificates (EPCs), including their relevant details.
We will also be able to assist with keeping the information we are authorised to provide up to date as circumstances change.
Importantly, Stepping Stones will NOT charge our managed landlords an additional administration or registration fee for providing this assistance.
We believe this is simply part of the service we should provide to our landlords. We already hold much of the necessary information and documentation, and we see no reason to charge you again for helping you navigate another Government requirement.
Our intention is to take on as much of the administrative work as the system allows, leaving you to concentrate on the initial registration and the information that only you can provide.
It is worth remembering that the landlord remains legally responsible for ensuring the registration is completed correctly and within the required timescale, even where an agent has been authorised to provide information.
How much will the PRS Database cost?
The Government has announced an annual registration fee of £65 per property.
This fee is payable directly to the Government and is not subject to VAT.
During the initial rollout, the first payment will be calculated on a pro-rata basis, so landlords registering earlier will not be financially disadvantaged.
The fee will subsequently be payable annually to maintain the property’s registration.
There is no additional fee from Stepping Stones for assisting with the registration process.
When do landlords need to register?
The PRS Database is being introduced on a regional basis, with each region having a three-month registration window.
For landlords with properties in Oxfordshire, which falls within the South East region, the registration period is:
15 March 2027 – 14 June 2027.
Other areas have different registration periods. For example, Northamptonshire falls within the East Midlands rollout, while properties across the Cotswolds may fall into different regions depending on their location.
We will keep our landlords informed of the relevant dates and make sure they understand when they need to take action.
There is no need to do anything immediately, but we would encourage landlords to familiarise themselves with the requirements ahead of time.
What happens if a landlord does not register?
Registration is a legal requirement, not an optional exercise.
Landlords who fail to register themselves and their rental properties could face financial penalties of up to £7,000 for an initial breach. More serious or repeated breaches can attract significantly higher penalties.
It is therefore important that the registration is completed correctly and that the information held on the database remains accurate and up to date.
Our commitment to our landlords
At Stepping Stones Letting, we pride ourselves on taking the stress out of property management, keeping our landlords informed and helping them navigate the ever-changing requirements of the private rented sector.
We recognise that the introduction of the PRS Database represents another administrative burden, but we want to reassure you that you won’t be left to deal with it alone.
We will guide you through the initial steps, assist with as much of the registration as the Government’s system permits, and we will not charge you an additional fee for doing so.
The only thing we will need from you is to complete your initial landlord registration and start the registration of your rental properties.
We will be contacting our landlords again as we get closer to the relevant registration dates, providing further guidance and explaining exactly what you need to do and when.
In the meantime, if you have any questions about the new PRS Database or the implications for your rental property, please do not hesitate to contact us.