The new landlord database, and what you’ll need ready for it
The new landlord database, and what you'll need ready for it Phase 1 of the Renters' Rights Act came into force on 1 May 2026 and changed how tenancies work in England.
Phase 2 is approaching. The centrepiece of that second wave is the Private Rented Sector Database, a mandatory national register of every private landlord and every privately rented property in England. According to the NRLA’s guide to the Renters’ Rights Act, the database is due to launch in late 2026, rolling out in phases by region with full national coverage expected through 2027.
The system is currently in beta testing
This is not a voluntary scheme. Every private landlord letting residential property in England will be required to register, whether they manage their properties directly, use a letting agent, or hold through a limited company.
What the database actually does
The database has three distinct functions. It creates transparency for prospective tenants, who will be able to search and verify a landlord’s registration and compliance status before committing to a tenancy. It provides local authorities with a consolidated picture of who is operating in the private rented sector in their area, replacing the fragmented process councils currently use to identify landlords and establish whether properties meet required standards. And it functions as a compliance gateway: a landlord who is not registered will not be able to legally market or advertise a property, and a court will generally be unable to grant a possession order to an unregistered landlord. The exception to that last point covers possession sought under Ground 14 for anti-social behaviour and Ground 7A for serious anti-social or criminal behaviour, both of which remain available to unregistered landlords.
That possession restriction is the point that makes registration a matter of operational readiness rather than administrative tidying. Since Section 21 was abolished on 1 May 2026, Section 8 is the only lawful route to possession in England. An unregistered landlord loses access to most of that route.
What registration will require
The precise registration requirements will be confirmed through secondary legislation, and some details remain outstanding. What is established is that the system will run through GOV.UK, accessed via GOV.UK One Login, and will issue two reference numbers on registration: a Landlord Registration Number for the landlord and a Property Registration Number for each let property. Both will need to appear on any listing or advertisement once the database is fully in force.
The information landlords will need to provide is expected to follow a similar pattern to existing local authority HMO and selective licensing requirements. This is likely to include the landlord’s full name and contact address, company registration number where applicable, existing HMO or selective licensing references, and property information including address, type, and number of bedrooms. Compliance documentation, including Gas Safety Certificates, Electrical Installation Condition Reports, and Energy Performance Certificates, is also expected to be required. Annual fees will apply, though the exact amount has not yet been confirmed by the government.
The penalty framework
The Renters’ Rights Act sets the penalty for failing to register at a civil fine of up to £7,000. For serious or repeated breaches, that figure rises to £40,000. These penalties sit alongside the loss of possession rights described above.
What to do now
The practical preparation for database registration is largely the same as general compliance preparation. Every landlord should ensure their Gas Safety Certificate, EICR, and EPC are current and filed for each property. Where properties are in HMO or selective licensing areas, licence details should be up to date and accessible. Landlords who use managing agents should confirm that those agents will handle database registration as part of their service once the system goes live.
The database is expected to become the single point at which a landlord’s compliance position is visible to tenants, councils, and the courts. Getting the underlying documentation in order before registration opens is the most useful thing any landlord can do in the months ahead.
Talk to our lettings team about preparing your portfolio
This article was originally published by BriefYourMarket and is reproduced here with their permission.
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