The private rented sector database: what landlords need to know

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The private rented sector database is a new government register of private rented properties in England, created by the Renters' Rights Act 2025 [1]. The government's roadmap says rollout starts from late 2026, first regionally for landlords and councils, that signing up will be mandatory for all private landlords, and that landlords will pay an annual fee "which will be confirmed closer to launch" [1]. As of 21 October 2026, we haven't seen a confirmed fee or a national go-live date in that roadmap, so the best preparation is getting your property records and certificates in order now.

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What is the private rented sector database?

The roadmap describes it as an "innovative Database of PRS properties to bring together key information for landlords, tenants, and councils" [1]. It says the database will:

  • inform tenants' choices when they enter new tenancies
  • help landlords understand their obligations and show they comply
  • support councils in targeting enforcement [1]

In other words, it's meant to be the place where a tenant, or a council, can see that a property and its landlord are registered and meeting the basics.

Private rented sector database: when does it start?

The roadmap puts the database in phase 2, from late 2026, in two stages [1]:

StageWhat happensTiming in the roadmap
Stage 1Regional rollout of the database for landlords and local councilsFrom late 2026 [1]
Stage 2Further rollout of the database, and the introduction of the Landlord OmbudsmanAfter stage 1; ombudsman membership expected to be required in 2028 [1]

The roadmap's summary table lists "PRS Database and associated guidance goes live for local councils and landlords" from late 2026 [1]. Because the rollout is regional, the date you need to register may depend on where your properties are. Watch for official guidance for your area rather than relying on a single national date.

Private rented sector database registration: who has to sign up?

The roadmap says signing up "will be mandatory for all PRS landlords" [1]. It also says the government is exploring ways to share information between the database and the ombudsman to reduce the sign-up burden on landlords [1].

We'd expect registration to ask about you and each property you let. The roadmap's stated purpose, helping landlords "demonstrate compliance", suggests compliance information will matter [1]. We won't guess at the exact fields until the government publishes them.

Private rented sector database cost

The roadmap says landlords "will be required to pay an annual fee which will be confirmed closer to launch" [1]. We haven't seen a confirmed figure in that roadmap. Treat any specific number you see online with care unless it links back to official guidance.

How the database fits with the rest of the Renters' Rights Act

The Act is being brought in in phases [1]:

  • Phase 1, from 1 May 2026: assured periodic tenancies, section 21 abolished, section 13 rent increases, pet requests, rental bidding ban and more. See our Renters' Rights Act checklist.
  • Phase 2, from late 2026: the private rented sector database and then the landlord ombudsman.
  • Phase 3: Awaab's Law and a Decent Homes Standard for private renting, with timings subject to consultation [1].

How to prepare for the private rented sector database now

You don't need to wait for the launch to get ready. Whatever the final form asks, these are the records a compliant landlord should already have, property by property:

  1. A current gas safety certificate for any property with gas, renewed every 12 months. See gas safety certificate cost.
  2. A valid EICR, renewed at least every 5 years. See EICR certificate cost.
  3. A valid EPC at band E or above, or a registered exemption. See EPC cost and minimum rating.
  4. Deposit protection records and the prescribed information. See deposit protection scheme.
  5. Licences if the property is an HMO or in a selective licensing area. See HMO licence.
  6. Right to rent check records. See right to rent check.
  7. Proof you gave the Renters' Rights Act information sheet to pre-May 2026 tenants. See the information sheet.

If those are scattered across email, a drawer and a phone camera roll, registration will be slow, and a council looking at your records later will see the gaps.

Keeping your compliance records ready in Gaffy

Gaffy gives every property its own document vault. Tag a document as gas safety (CP12), EICR or EPC, add its expiry date, and Gaffy flags anything that's expired or expiring soon. Your licences, deposit paperwork, tenancy agreement and information sheet proof can sit in the same vault. When the database asks for something, you'll know where it is. See the document vault.

Gaffy doesn't register you on the database, and we'll update this guide when the government publishes registration details.

Common questions we expect landlords to have

  • Will tenants be able to see the database? The roadmap says it will inform tenant choices when they enter new tenancies [1], so some information is likely to be visible to them. The detail isn't published yet.
  • Will councils use it for enforcement? Yes. The roadmap says it will support councils in targeting enforcement [1].

What we'd do this week

  1. List every property you let and its address.
  2. Check each property's gas safety, EICR and EPC dates.
  3. Find your deposit protection certificates.
  4. Confirm whether any property needs a licence.
  5. Put all of it in one place, property by property.

When the registration guidance arrives, you'll be filling in a form, not searching through emails.

If you let in more than one council area, keep an eye on each council's announcements, because the roadmap describes a regional rollout [1] and your properties may not all be due at once.

FAQs

What is the private rented sector database?

A government register of private rented properties in England, introduced by the Renters' Rights Act 2025, bringing together information for landlords, tenants and councils [1].

When does the private rented sector database start?

The roadmap says rollout begins from late 2026, regionally at first [1].

Is registration mandatory?

Yes. The roadmap says sign-up will be mandatory for all private landlords [1].

How much will the private rented sector database cost?

There will be an annual fee, to be confirmed closer to launch [1].

Is the database the same as the landlord ombudsman?

No. They're separate. The ombudsman follows the database, and the government is looking at ways to share information between them [1].

Does it apply in Wales?

The database is part of the Renters' Rights Act reforms for England [1]. Wales already has its own landlord registration scheme, Rent Smart Wales.

How does Gaffy help?

Gaffy keeps each property's certificates and paperwork in one vault and flags gas safety, EICR and EPC expiry. It's £12 a month for up to 5 properties, plus £4 a month for each extra property, and the first month is free.

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Sources

  1. GOV.UK, Implementing the Renters' Rights Act 2025: our roadmap for reforming the private rented sector: https://www.gov.uk/government/publications/renters-rights-act-2025-implementation-roadmap/implementing-the-renters-rights-act-2025-our-roadmap-for-reforming-the-private-rented-sector
  2. GOV.UK campaign hub, Renting is changing: https://housinghub.campaign.gov.uk/renting-is-changing/
  3. Rent Smart Wales: https://rentsmart.gov.wales/