The PRS Database — What Agents Must Register

Version 1.0 · Published 2 Apr 2026

The PRS Database — What Agents Must Register

Quick Reference

Key Points for Letting Agents:

Launch Date: The Private Rented Sector Database goes live from late 2026 (Phase Two of the Renters' Rights Act)
Who Must Register: All landlords of assured and regulated tenancies must register themselves and their properties
Legal Requirement: Marketing or letting a property without registration may result in penalties
Agent Role: Agents must ensure landlords are registered and support compliance across their portfolios
Benefit: The database provides a 'one stop shop' for landlords to access guidance and demonstrate compliance

Overview

The Renters' Rights Act 2025 introduces a new Private Rented Sector (PRS) Database as part of Phase Two of the reforms. Expected to go live from late 2026, this database will create a comprehensive register of all landlords and properties in the assured and regulated tenancy sectors.

For letting agents, the database represents both a compliance obligation and an opportunity to add value. Agents will need to ensure their landlord clients are registered, maintain accurate portfolio data, and integrate database requirements into their operational processes.

The database is designed to provide a single 'front door' through which landlords can access relevant guidance, understand their obligations, and demonstrate compliance with their legal responsibilities.

Key Changes

Mandatory Registration

All landlords of assured and regulated tenancies must register on the PRS Database
Registration must include both landlord details and property information
Properties cannot be marketed or let without proper registration
Penalties apply for non-compliance

Timeline

Late 2026: PRS Database and associated guidance goes live for local councils and landlords
Registration becomes a legal requirement from this point
Agents should prepare systems and processes well in advance of the launch date

Integration with Other Reforms

The database forms part of the wider regulatory framework introduced by the Renters' Rights Act, working alongside:

The new Landlord Ombudsman Service (also launching late 2026)
Enhanced local authority enforcement powers (live from 27 December 2025)
The Decent Homes Standard (expected 2035–2037)

What This Means for Agents

Compliance Responsibility

While landlords are legally required to register, letting agents play a crucial role in ensuring compliance across their managed portfolios. Agents must:

Verify that all landlords are registered before marketing properties
Maintain accurate records linking properties to database registrations
Update registration information when property or landlord details change
Ensure no properties are marketed or let without valid registration

Portfolio Management

Agents managing multiple properties must:

Conduct a full portfolio audit to identify all properties requiring registration
Track registration status for each landlord and property
Implement systems to flag unregistered properties before marketing
Build database compliance into onboarding processes for new landlords

System Updates Required

The introduction of the database requires agents to review and update their operational systems:

CRM systems must track database registration status
Compliance checklists should include database verification
Marketing processes must prevent listing of unregistered properties
Reporting tools should identify any compliance gaps

Practical Steps for Agents

Immediate Actions (Now – May 2026)

Review your portfolio data: Ensure you have accurate, up-to-date information for all landlords and properties
Audit your systems: Identify where database registration status needs to be tracked
Update processes: Build database checks into property onboarding and marketing workflows
Train your team: Ensure all staff understand the requirement and their role in compliance

Pre-Launch Preparation (May 2026 – Late 2026)

Monitor government guidance: Watch for detailed guidance on registration requirements and processes
Update CRM systems: Implement fields to track registration status and reference numbers
Prepare landlord communications: Draft letters and guides explaining the requirement
Review job roles: Clarify who is responsible for database compliance within your business

Post-Launch (Late 2026 onwards)

Support landlord registration: Provide guidance and assistance to landlords registering on the database
Verify all registrations: Check that every property in your portfolio is properly registered
Integrate into BAU: Make database verification a standard part of your compliance processes
Maintain records: Keep accurate records of registration status for audit purposes

System and Process Considerations

As noted in Propertymark guidance, many existing processes are triggered by fixed-term tenancies. With the move to periodic tenancies from 1 May 2026, agents should:

Review CRM systems to ensure compliance reminders are not lost
Ensure database registration checks are built into new workflows
Consider how different job roles (negotiators, property managers, administrators, compliance leads) will interact with database requirements

Frequently Asked Questions

Q: When exactly does the database go live?
A: The government has indicated "from late 2026" but has not yet confirmed a specific date. Agents should monitor official guidance for confirmation.

Q: Who is responsible for registration – the landlord or the agent?
A: The legal obligation sits with the landlord. However, agents have a duty to ensure properties are not marketed or let without registration, and many will support landlords through the registration process.

Q: What information will need to be registered?
A: The Act requires registration of both landlord details and property information. Detailed requirements will be set out in regulations and guidance before the database launches.

Q: What are the penalties for non-compliance?
A: The Act states that landlords "could be subject to penalties" for marketing or letting properties without registration. Specific penalty amounts will be confirmed in regulations.

Q: Will agents need to register separately?
A: The current information indicates the database is for landlords and properties. Specific requirements for agents will be clarified in forthcoming guidance.

Q: How does this relate to the Landlord Ombudsman?
A: Both the database and the Landlord Ombudsman Service launch in late 2026 as part of Phase Two. They form complementary parts of the new regulatory framework.

Q: What should we do if a landlord refuses to register?
A: You cannot legally market or let an unregistered property. Agents should explain the legal requirement and potential penalties. If a landlord refuses, you may need to cease marketing the property until registration is complete.

Q: Will there be a cost to register?
A: This has not yet been confirmed. Details on any registration fees will be included in the guidance released before the database launches.

Additional Resources

Propertymark Renters' Rights Act Toolkit: Comprehensive guides for agents, landlords and tenants
Government Implementation Roadmap: Official timeline and milestones for all phases of the Act
Propertymark webinars: Regular updates and practical guidance for members

Stay Informed: Propertymark members should check communication preferences to ensure they receive newsletters and legislative updates as further details are released.

This help sheet is based on information available as of the Renters' Rights Act 2025 receiving Royal Assent on 27 October 2025. Agents should monitor official guidance for updates as implementation details are finalised.