By David McMaster, Head of Lettings at Watsons Property
With the first Renters’ Rights Act reforms now in force, attention is turning to the next major change for landlords: the Private Rented Sector Database.
From late 2026, the Government plans to start rolling out a new national Private Rented Sector Database across England. Once introduced in each area, landlords will be required to register themselves and the properties they let.
For many landlords, the practical details may still feel some way off. The final registration process, fee and full information requirements have not yet been confirmed.
But the direction is clear.
The new database will place greater emphasis on accurate property information, up-to-date safety records and a landlord’s ability to demonstrate that their responsibilities are being met.
In my view, the new PRS Database should not be a cause for panic. It is, however, a useful prompt for landlords to review how their properties and compliance records are being managed.
Getting the fundamentals organised now will put landlords in a much stronger position as the new system is introduced.
What is the Private Rented Sector Database?
The database is being introduced as part of the Renters’ Rights Act 2025.
It is intended to create a central record of landlords and privately rented properties in England, bringing information together in one place.
For landlords, the database is expected to provide clearer access to guidance and make it easier to understand and demonstrate compliance.
For tenants, it will provide more information about the property they are considering renting and the landlord responsible for it.
Local authorities will also be able to use the database to support enforcement and identify properties where further investigation may be required.
In practical terms, it represents a shift towards a more transparent and evidence-led private rented sector.
When will landlords need to register?
The Government currently plans to begin a phased regional rollout from late 2026.
This means the database is unlikely to open to every landlord in England on the same day. Registration requirements will be introduced gradually by area, with further guidance expected ahead of launch.
Once the database becomes active in a landlord’s area, registration will be mandatory.
An annual registration fee will also apply, although the amount has not yet been confirmed.
The detailed process is still being developed, so landlords should be cautious about treating early commentary or speculation as final guidance.
What is already clear is that preparation will become increasingly important as the rollout approaches.
What information is likely to be required?
Further regulations will set out the final requirements, but the Government has indicated that landlords should expect to provide key information about themselves and each property they let.
This is expected to include:
- landlord contact details
- the full property address
- the type and size of the property
- occupancy information
- whether the property is furnished
- gas safety information
- electrical safety information
- Energy Performance Certificate details
Additional information may be required once the final regulations are published.
For landlords with well-organised records, this may be a relatively straightforward administrative process.
For those with information stored across different inboxes, folders, agents or paper files, the database may bring gaps or expired documents into sharper focus.
The question landlords should ask now
The most useful question may not be:
“When will the database go live?”
It may be:
“If I needed to evidence my property information and compliance records tomorrow, could I do it?”
That is a practical test.
Could you quickly locate the current gas safety certificate?
Is the electrical installation report still in date?
Is the EPC easy to access?
Are deposit records complete and correctly stored?
Do you have a clear record of the information connected to each tenancy?
None of this requires landlords to predict the final design of the database. It is simply good property management.
The new system is likely to make organised records more important, but the value of keeping those records up to date already exists.
What landlords can do now
There is no need to wait for the registration portal to open before reviewing the basics.
A sensible starting point is to:
- check that gas safety records are current and stored securely
- confirm that electrical safety documentation is complete
- review EPC information for each property
- check that tenancy and deposit records are accurate
- bring key property information together in one place
- identify any documents that are missing, expired or difficult to locate
- clarify which responsibilities are managed personally and which are supported by an agent
For landlords with several properties, this exercise may also highlight inconsistencies across a portfolio.
The earlier those issues are identified, the easier they are likely to be to address.
Landlords can also use our practical Renters’ Rights Act checklist to review the wider changes already in force and the actions still to come.
Where a managing agent can help
Using a managing agent does not remove a landlord’s legal responsibilities.
It can, however, provide greater structure around the day-to-day work needed to manage a property well.
That may include maintaining records, monitoring key dates, coordinating safety checks, supporting communication with tenants and helping landlords stay informed as requirements change.
For landlords using a let-only service or managing a property themselves, the arrival of the database may be a useful opportunity to review whether their current lettings and property management arrangements still provide the right level of support.
The question is not simply whether the documents exist.
It is whether they are current, accessible and being monitored consistently.
What about the Private Rented Sector Ombudsman?
A new Private Rented Sector Landlord Ombudsman is also planned under the Renters’ Rights Act.
The Ombudsman will provide an independent route for resolving complaints between tenants and landlords without the need to go directly to court.
However, it is expected to follow the introduction of the database rather than launch at the same time.
Mandatory landlord membership is currently expected in 2028, with further detail to be published before implementation.
For now, the database is the more immediate change for landlords to prepare for.
Why preparation matters
The database is not simply another form to complete.
It will form part of a wider system designed to make landlord responsibilities more visible and easier to evidence.
Landlords will need to be registered to use certain possession grounds, and enforcement action may be taken where properties are marketed or let without the required registration.
That makes accurate information more than an administrative concern.
It becomes part of the landlord’s ability to operate confidently and demonstrate that a property is being managed responsibly.
The good news is that most of the preparation is practical.
Review the records you already hold.
Check what is current.
Identify what is missing.
And make sure there is a reliable process for keeping everything up to date.
A practical approach to the changes ahead
The private rented sector is going through a period of significant change, and it is understandable that landlords may feel there is a lot to keep track of.
The most effective response is usually a measured one.
Focus on what is confirmed.
Prepare the information already likely to be required.
And make sure your current management arrangements give you the visibility and support you need.
At Watsons, we are continuing to monitor the rollout of the Private Rented Sector Database and the wider changes affecting landlords.
If you would like to review your current lettings or property management arrangements, our team would be happy to have a practical conversation about the support available.
Contact Us
For further information on the current property market and ongoing legislation changes, or to speak with one of our experts, please email the following:
- Lettings: letting@watsons-property.co.uk
- Valuation & Survey Team: survey@watsons-property.co.uk
- Property Management:management@watsons-property.co.uk
Or call us on 0333 220 1234
