PRS Database Explained: A Complete Guide for Landlords

The private rented sector is undergoing its biggest shake-up in decades. Under the new Renters’ Rights Act, the Government is introducing the Private Rented Sector (PRS) Database.

For landlords, this is not just an administrative update—it is a mandatory "property portal" that links legal compliance directly to your ability to rent out property. Failure to register could result in fines of up to £40,000 and a ban on regaining possession of your property.

At MRKT Property Experts, we are already preparing our clients for these changes. As leading estate agents in Bournemouth, we believe staying ahead of legislation is key to protecting your investment.

The Government is implementing this measure to hold landlords accountable and provide them with a portal to check their compliance.

Here is everything you need to know about the PRS Database, when it launches, and how to prepare.

What is the PRS Database?

The PRS Database will be a digital "one-stop shop" listing landlord data and property details. It is designed to act as a central record of who is operating in the sector and whether they are meeting their legal obligations.

The database serves three main purposes:

For the Government & Councils: To hold landlords accountable and target enforcement against non-compliant or criminal landlords.
For Tenants: To allow prospective tenants to make informed decisions by checking property standards and landlord compliance before renting.
For Landlords: To provide a single portal to access guidance, update information, and demonstrate compliance.

It is important to note that the PRS Database will not replace existing selective licensing schemes; it is intended to complement them.

When will the PRS Database be introduced?

The Renters’ Rights Act is being introduced in phases to give the industry time to prepare.

Phase 1 (May 1, 2026): The Act is expected to take effect, including the ban on Section 21 evictions.
Phase 2 (Late 2026): The PRS Database will go live.

From late 2026, all private landlords will be legally required to register themselves and their rental properties on the database. If you are unsure how this timeline affects your portfolio, our lettings services in Poole and Dorset are designed to keep you compliant well before deadlines hit.

Who needs to register?

Registration is mandatory. There are no exemptions based on portfolio size—whether you own one property or one hundred, you must register.

Landlord Categories Required to Register

The following table outlines who is responsible for registration under the new rules.

Landlord Type	Registration Required?	Key Considerations
Individual Private Landlords	Yes - Mandatory	Must register yourself and each property.
Landlords using Agents	Yes - Mandatory	You retain personal legal responsibility. Agents cannot register for you, though they may assist.
Joint Landlords	Yes - All Parties	The database captures information from all joint landlords.
Corporate/Institutional	Yes - Mandatory	All PRS properties require individual registration with fees

If you are a landlord managing your own properties, the administrative burden is about to increase significantly. Many local owners are choosing to switch to our fully managed landlord services in Bournemouth to ensure their paperwork is handled correctly by professionals.

What information will be collected?

To register, landlords must provide a baseline of information to prove they are compliant. At a minimum, you will be expected to provide:

Landlord Contact Details: Including details for any joint landlords.
Property Details: Full address, property type (house/flat), number of bedrooms, and whether it is furnished.
Occupancy Details: The number of households and residents in the property.

Compliance Documentation

Beyond basic contact info, the Government intends to use the database to verify safety standards. You will likely be required to upload or link:

Gas Safety Certificates
Electrical Installation Condition Reports (EICRs)
Energy Performance Certificates (EPCs)

What does this mean for Letting Agents?

Letting agents play a critical role here. While the legal duty lies with the landlord, agents who advertise or let properties for unregistered landlords face their own risks.

However, this is also an opportunity. As trusted letting agents in Bournemouth, we act as a "source of truth," helping landlords upload information and ensuring their portfolio remains compliant. The Government has confirmed that agents will be able to submit information on behalf of landlords, though the landlord remains liable for its accuracy.

Frequently Asked Questions

Will my personal data be public?

The database will have a public-facing element, but it will not be an "open book" like Companies House. Tenants will be able to view property standards and offense-related information, but the Government aims to balance transparency with privacy.

How do I prepare for the PRS Database now?

Landlords are advised to audit their portfolios immediately. Ensure all safety certificates (Gas, EICR, EPC) are valid and that you have digital copies ready.

How does the database help tenants enforce their rights?

The database will increase transparency by giving tenants access to key information about property standards and landlord compliance. This will help tenants understand their rights and know when issues should be escalated to their local council or the PRS Ombudsman.

Do I also need to join the PRS Landlord Ombudsman?

Yes. Database registration is linked to mandatory membership in the new PRS Landlord Ombudsman scheme. You must register for both. Failure to join the Ombudsman scheme carries its own penalties, including fines of up to £5,000.

Do landlords using letting agents still need to register on the PRS database?

Yes, landlords retain personal responsibility for PRS database registration regardless of letting agent involvement.

At MRKT, we’re here to help you navigate every step — from understanding the new rules to preparing existing tenancies for the transition. The changes to the Renters' Rights Act are significant, but you don't have to navigate them alone. If you would like to discuss the impact of this on you as landlords, and what this means for your tenants, please call our Bournemouth lettings team on 01202 554470. Whether you need a tenant-find service or a comprehensive full property management service, we are here to help.