PRS Database Requirements for Private Landlords

The Private Rented Sector Database, also referred to as the ‘PRS Database’, was introduced under the Renters Rights Act 2025. It is a new national register for the private rented sector. Landlords will be required to register on the database and provide information about their properties being let. Registration on the PRS Database is mandatory for all private Landlords in England. 

What information must landlords provide?

Landlords are required to personally register on the database. Landlords must provide the following personal information. 

Individual Landlords: Full legal name, date of birth, contact address, telephone number and email address. 

Commercial Landlords: Company name, Companies House or Charity Number (if applicable), a nominated contact, full details of the person making the entry on behalf of the organisation, address (cannot be a PO Box number), telephone number and email address. 

Both Individual Landlords and Commercial Landlords must provide proof or a declaration of their right to let property in England.  

What are the property registration requirements?

The following information must be provided for each property being registered on the database.

Dwelling information

1. Full address including postcode.

2. Property type (e.g. house, flat, semi-detached, detached, terrace or HMO).

3. Tenure type (e.g. freehold, leasehold, commonhold etc.)

4. Number of bedrooms and habitable rooms.

5. Name and address of the Freeholder, Superior Landlords, Property Manager or Letting Agent (if applicable).

6. Whether the property is currently let or intended to be let.

Tenancy information

1. Total number of permanent residents (including children and babies) and the number of individual households.

2. Confirmation as to whether the Property is furnished.

3. Licensing Status (e.g. for Properties that require a selective licence or HMO licence).

Rent information

1. Rent amount and frequency of payment.

2. Confirmation as to whether the rent is inclusive of utilities and, if so, which utilities are included.

Health and safety information

1. Gas Safety Certificates (if gas is present).

2. Electrical Installation Condition Report (EICR) status/details.

3. Energy Performance Certificate (EPC).

How much does the PRC database registration cost?

There is no fee for a Landlord to register on the Database, but there is a fee of £65 per rental property per year. There is no confirmation as to whether this fee will remain fixed or will rise in the future. Therefore, if you have a large portfolio of Properties, it is important to account for this.

The Government have confirmed that, during the service rollout, the fee will be pro-rated. This means that those who sign up first don’t have to pay more.

When must landlords register on the PRS database?

The Government is implementing the Database on a phased, regional basis. Therefore, the registration date will vary depending on where the rental Property is located.

The full list of registration dates is set out below.

All regions have a 3-month window in which to register their properties. After this deadline, councils in that region will be able to initiate enforcement activity for properties which have failed to register on time.

This rollout covers the date from which Landlords are legally required to register. If Landlords wish to register before they are required to do so, including if they let properties in multiple regions and would like to register these all at once, they will be able to do this.

Penalties for failing to register on the PRS database

Failure to register on the PRS Database can result in a civil penalty of up to £7,000 for a first offence, or up to £40,000 or criminal prosecution for repeat or serious offences.

Furthermore, Letting Agents will be prohibited from marketing or managing a privately rented Property if the Property and the Landlord are not registered on the PRS Database. If Letting Agents were to market or manage a Property which is not registered, then they would also be liable for a civil penalty.

Whilst a Landlord can agree with Letting Agents for them to undertake the registration requirements on your behalf, the Landlord will remain responsible for ensuring the registration takes place. If the Letting Agents fail to complete the registration, the Landlord would be liable for the civil penalty. Therefore, if a Landlord is passing this responsibility on to their Letting Agents, it is important to ensure there is a clear agreement in this regard, to avoid any problems arising at a later date.

How we can help

Seeking legal advice at an early stage can help you stay compliant and avoid unnecessary issues. If you have any questions about the PRS Database or how the new requirements may affect you, our specialist landlord and tenant solicitors are here to help.

Further guidance on the PRS Database

The Government has published detailed guidance for Landlords registering themselves and their properties on the PRS Database. You can view the guidance here.