PRS Database 2027: What UK Landlords Must Register

PRS Database 2027: Exactly What Information and Documents Must UK Landlords Register?

If you've heard about the new landlord register and felt your heart sink a little, you're not alone.

Many of the landlords we speak to in Sittingbourne and across Kent tell us the same thing. They're happy to be compliant, but they're tired of rules changing and unsure what is actually expected of them this time.

The good news? The PRS Database is very manageable once you know what to prepare. In this guide, we'll walk you through exactly what information and documents you'll need, when you need to register and the mistakes to avoid.

What Is the PRS Database?

The Private Rented Sector (PRS) Database is a new national register created by the Renters' Rights Act. The public-facing service is called Register Your Rental Property, and it's run by the Ministry of Housing, Communities and Local Government.

If you rent out a property in England that is occupied by tenants on an assured or regulated tenancy, you must register yourself and the property. This applies to individual landlords and to organisations such as companies, charities and trusts.

The aim is to give councils better visibility of who owns and manages rented homes, helping them tackle poor standards and rogue landlords.

Why the PRS Database Matters for Landlords

It's easy to see this as just another admin task. But registration matters for three reasons:

• It's a legal requirement. Failing to register yourself and your property can lead to a penalty of up to £7,000.

• Accuracy matters. Knowingly or recklessly giving false or misleading information can lead to penalties of up to £40,000, and tenants may be able to apply for Rent Repayment Orders.

• It will shape how you market property. In future, landlord and property registration numbers will need to appear on rental adverts.

When Do Landlords Need to Register?

The service is rolling out region by region, with a three-month window for each:

• West Midlands: 15 December 2026 to 14 March 2027

• East of England: 15 January to 14 April 2027

• East Midlands: 15 February to 14 May 2027

• South East (including Kent): 15 March to 14 June 2027

• Yorkshire and the Humber: 15 April to 14 July 2027

• North West: 15 May to 14 August 2027

• North East: 15 June to 14 September 2027

• London: 15 July to 14 October 2027

• South West: 15 August to 14 November 2027

Your deadline depends on where the property is, not where you live. You can also register early, from 15 December 2026, which is useful if you own property in several regions.

What Information Do Individual Landlords Need to Provide?

You'll register using a GOV.UK One Login. As an individual landlord, be ready to give:

• Your full name and date of birth.

• Your residential address.

• Your telephone number and email address.

If you own a property jointly, each landlord must register. One owner registers the property and invites the others to join the registration.

What Do Organisation Landlords Need to Provide?

Companies, charities, trusts and LLPs register as organisations. You'll typically need:

• The organisation's name, type and address (not a PO Box).

• A telephone number and email address.

• A nominated contact for the organisation.

• Your Companies House or Charity Commission number, if applicable.

• Where there's no Companies House number, details of directors, trustees or other governing body members.

What Property Information Is Required?

For each rental property, you'll be asked for:

• The address, ownership type and dwelling type.

• The number of bedrooms and whether it's currently let.

• A correspondence address in England or Wales.

• Contact details for any managing agent, superior landlord or freeholder.

• The number of occupants and households.

• Any HMO, additional or selective licence numbers.

• Whether it's let furnished, part-furnished or unfurnished.

• The rent charged, how often it's paid and whether bills are included.

If your property is a licensed HMO, you register it once as a whole, not room by room.

Which Health and Safety Documents Will You Need?

This is where organisation really pays off. Have these ready:

• Gas safety certificate and its issue date, if the property has a gas supply.

• Electrical safety certificate (EICR or EIC) and its expiry date.

• Energy Performance Certificate (EPC), with confirmation a valid EPC was given to the current tenant.

• If the EPC has expired, the date the current tenancy started.

• If the EPC rating is below the minimum standard, details of any registered exemption.

How Much Does It Cost?

The fee is £65 per property, per year. It's not subject to VAT and it's tax-deductible. There's no charge to create your landlord account or update your records.

During the rollout, the fee is pro-rated, so registering early doesn't cost more. For example, the Government's own guidance shows that a landlord registering on 15 December 2026 would pay £5.34 for the first year.

Common PRS Database Mistakes to Avoid

"My letting agent will do it for me." Not quite. You must start the registration yourself. Once you have your property registration number, your agent can provide tenancy and safety information, but you remain responsible for completing the record within 28 days.

"I'll fill in the gaps later." You can submit your registration first and add outstanding information afterwards, but only within 28 days. Miss that and your registration may be deactivated.

"Once it's done, it's done." Registration is ongoing. You must update changes within 28 days, such as a renewed gas certificate or new tenants, and renew every year.

"My empty property doesn't count." During the rollout, you only need to register let properties. However, the Government plans to require unoccupied properties to be registered before they're marketed.

Our Expert Recommendations

To make registration stress-free, we recommend you:

1. Create a compliance folder now with digital copies of every certificate.

2. Check expiry dates on your gas, electrical and EPC documents.

3. Set up your GOV.UK One Login well before March 2027.

4. Agree roles with your letting agent if you use one.

5. Diarise renewals so your record never falls out of date.

Feeling Unsure? Let Family Homes Help

Registering on the PRS Database doesn't have to be stressful. With the right preparation, it can be a simple, one-afternoon job.

At Family Homes, we help landlords across Sittingbourne and Kent stay organised and compliant. Whether you'd like a compliance check or fully managed support, our friendly local team is here to help.