PRS Database and Landlord Ombudsman: England landlords

In England, private landlords will have to register on the PRS Database and join the PRS Landlord Ombudsman, both created by the Renters' Rights Act 2025. The database opens region by region from 15 December 2026, with every letting landlord registered by 14 November 2027. Ombudsman membership is expected to become mandatory in 2028. Neither fee has been published.

Both schemes cover England only. For registration in Scotland, Wales and Northern Ireland, see landlord registration by nation.

The two schemes at a glance

Who counts as a landlord for both schemes

Section 63 of the Renters' Rights Act 2025 defines a "residential landlord" as "the landlord under a relevant tenancy of a dwelling in England that is not social housing". A relevant tenancy is an assured tenancy under the Housing Act 1988 or a regulated tenancy under the Rent Act 1977.

The draft database regulations take supported exempt accommodation out of the database rules.

Using an agent does not take you out. GOV.UK's Guide to the Renters' Rights Act says all private landlords with assured or regulated tenancies must join the ombudsman, "including those who use a managing agent".

The PRS Database

The duty. Under section 82(3), a residential landlord must ensure there is an active landlord entry for themselves and an active dwelling entry for each home they let. Once fully in force, section 82 also bans marketing a home without both entries. Written adverts must show both registration numbers.

When your region opens. GOV.UK's announcement of 9 September 2026 says the "register your rental property" service "will launch on 15 December 2026, starting in the West Midlands". Each region gets "a three-month period to sign up", and "all landlords actively letting property will need to have registered by 14 November 2027". The draft regulations set these opening dates:

• West Midlands: 15 December 2026
• East of England: 15 January 2027
• East Midlands: 15 February 2027
• South East: 15 March 2027
• Yorkshire and Humber: 15 April 2027
• North West: 15 May 2027
• North East: 15 June 2027
• London: 15 July 2027
• South West: 15 August 2027

Let homes first, empty homes later. The same announcement says the rules "initially only apply to landlords with properties under let, or which become occupied during rollout". Registering empty homes before marketing them, and putting registration numbers on adverts, comes "under future legislation".

What you will need to give. The draft regulations list the details for each entry. For you: name, date of birth, address, phone and email. For each home:

• the address, type, number of bedrooms and whether it is let;
• the number of occupants and households;
• any HMO, additional or selective licence;
• the gas safety record and its date;
• the electrical report (EICR) and its expiry date;
• the EPC and any registered exemption;
• the rent and how often it is paid, and whether the home is furnished.

If the home is already let, you have 28 days after making the entry to add the tenancy and safety details. You then have 28 days to update anything that goes out of date.

Fees and renewal. Under the draft regulations, an entry must be renewed every 12 months. A fee is due when you make or renew a dwelling entry, and in some cases when you reactivate one, and regulation 14 leaves the amount to the database operator. The government's implementation roadmap says landlords "will be required to pay an annual fee which will be confirmed closer to launch". No amount had been published when this page was checked.

Possession. Once in force, section 90 stops a court making a possession order while the landlord is in breach of the duty to register. The exceptions are Ground 7A and Ground 14, the antisocial behaviour grounds. GOV.UK's guide says you will always be able to put the registration right. See how possession works after section 21.

Penalties. Under section 91, a council will be able to fine you up to £7,000 for a breach of section 82. The maximum rises to £40,000 for an offence under section 92. That covers knowingly or recklessly giving false information, continuing a breach 28 days after a penalty, or a new breach within five years. Section 98 lets tenants seek a rent repayment order for false information and for continuing breaches of the duty to register.

The PRS Landlord Ombudsman

What it does. Under section 64, a landlord redress scheme investigates complaints from "a prospective, current or former residential tenant". An independent person decides them. GOV.UK's guide says tenants will use it for free. It will be able to make landlords "issue an apology, provide information, take remedial action, and/or pay compensation".

Only tenants can complain. The same guide says: "only tenants will be able to seek redress from the service." The Act also provides for landlord-initiated mediation.

What is in force. The Private Landlord Redress Schemes (Approval and Designation) Regulations 2026 were made on 16 September 2026 and came into force on 17 September 2026. They set the conditions a scheme must meet before the government approves or designates it:

• compensation in any one case is capped at £25,000;
• decisions are made on what is "fair and reasonable in all the circumstances of the case";
• a landlord can be expelled for failing to follow a decision, failing to pay fees, giving false information or obstructing an investigation.

These regulations do not yet require any landlord to join.

When you must join. On when landlords must become members, the roadmap says: "we expect this to be in 2028, when the Secretary of State is confident the service is ready for delivery". It promises landlords "sufficient notice in advance". It also says the ombudsman will come after the database. We found no announcement of a scheme administrator when this page was checked.

Fees. GOV.UK's guide says: "We expect that landlords will likely be required to pay a small annual fee per PRS property." The scheme sets the fee, and the 2026 regulations say "fee amounts must be fair and proportionate". Any increase needs the Secretary of State's approval. No amount has been published.

Penalties. Under section 66, a council can fine a landlord up to £7,000 for not joining once membership is required. The maximum is £40,000 for an offence under section 67, such as a breach continuing 28 days after a penalty or a new breach within five years. Section 98 lets tenants seek a rent repayment order for a continuing breach.

What is in force and what is not

• In force: the Act's powers to make regulations, from Royal Assent on 27 October 2025. The database duty, possession bar and penalties in sections 82, 90 and 91 are in force only for that purpose so far. The ombudsman scheme conditions, from 17 September 2026.
• Draft: the Private Rented Sector Database Regulations 2026, which set the region dates, the details to give and the renewal rules. They were a draft on legislation.gov.uk when this page was checked.
• Not yet made: the regulations requiring landlords to join the ombudsman, and the database and ombudsman fees.

Frequently asked questions

When do landlords have to register on the PRS database? When their region opens, which is 15 December 2026 for the West Midlands and monthly after that to 15 August 2027 for the South West. Each region has three months, and all letting landlords must be registered by 14 November 2027.

How much does it cost to register on the PRS database? Not yet announced. The draft regulations leave the fee to the database operator, and the government says it will confirm an annual fee closer to launch.

Is the PRS Landlord Ombudsman mandatory? Not yet. The Act lets the government require it, and the roadmap expects membership to become mandatory in 2028, with notice given first.

How much is the landlord ombudsman fee? Not yet announced. GOV.UK expects a small annual fee per property, set by the scheme and kept fair and proportionate.

What happens if a landlord does not register? The Act lets a council impose a penalty of up to £7,000, rising to £40,000 or prosecution for repeat breaches or false information. Once section 90 is in force, a court also cannot make a possession order on most grounds while the landlord is unregistered.

Do I need to join if I use a letting agent? Yes. GOV.UK says the ombudsman requirement includes landlords who use a managing agent. The draft regulations let an agent supply the tenancy and safety details for a database entry, but you remain the landlord.

What Letbook tracks

Letbook adds a PRS database registration item to every property in England, marked as not open yet, so you can record the date once your region opens. It keeps gas safety records, electrical reports and EPCs for each property, which are among the documents the draft regulations ask for. Letbook does not register you on the database or with the ombudsman. Sign up free.

Related guides: the Renters' Rights Act timeline, landlord repair responsibilities by nation and selective and HMO licensing in England.

Sources

• Renters' Rights Act 2025, Part 2, legislation.gov.uk
• Private Rented Sector Database Regulations 2026 (draft), legislation.gov.uk
• Private Landlord Redress Schemes (Approval and Designation) Regulations 2026, legislation.gov.uk
• Stronger protections and greater confidence for renters, GOV.UK, 9 September 2026
• Implementing the Renters' Rights Act 2025: our roadmap, GOV.UK
• Guide to the Renters' Rights Act, GOV.UK

This page relies on Royal Assent on 27 October 2025, SI 2026/1033 in force from 17 September 2026, and the draft database regulations' dates. Facts checked on 26 October 2026. This page is general information, not legal advice.