Private Rented Sector (PRS) Database: The Digital Landlord & Property Portal
- DNB Future Properties
- Jan 23
- 6 min read
The final blog post in the series of the Renters' Rights Act 2025 is the creation of the Private Rented Sector (PRS) Database, often referred to as the Digital Property Portal. This national register is designed to bring unprecedented transparency and accountability to the sector by creating a single, accessible record of every landlord and rental property in England.
This measure is not optional; all landlords of assured and regulated tenancies will be legally required to register themselves and their properties on the database.
What the Database Requires of Landlords
The PRS Database serves two main functions: providing a single, authoritative source of information for landlords, and empowering local authorities to target enforcement effectively.
1. Mandatory Registration
• Who Must Register: Membership is compulsory for every private landlord in England, regardless of whether they manage the property themselves or use a letting agent.
• What Must Be Registered: Landlords must submit details about their identity and contact information, the property address, and crucial compliance documentation, including up-to-date:
• Gas Safety Certificates
• Electrical Installation Condition Reports (EICR)
• Energy Performance Certificates (EPC)
• Proof of compliance with the Decent Homes Standard (once fully commenced).
• The Fee: A proportionate registration fee will be charged to landlords to cover the costs of establishing and maintaining the system.
2. Linking the Ombudsman
The database is intrinsically linked to the mandatory PRS Ombudsman Scheme. Registration on the portal will require proof that the landlord is a member of the Ombudsman scheme, making compliance with both systems non-negotiable for lawful operation.
The Serious Consequences of Non-Compliance
The penalties for failing to register are significant and directly impact a landlord's ability to legally operate and regain possession of their property. Local authorities are being given robust new powers to enforce this requirement.
Penalties for Non Compliance
Failing to Register or Registering Fraudulently - Civil penalty of up to £7,000 for a first offence, escalating to £40,000 for serious or repeated breaches, or criminal prosecution with an unlimited fine.
Advertising or Letting an Unregistered Property - It will be illegal to market or rent a property that is not registered on the portal.
Loss of Possession Rights - An unregistered landlord will NOT be able to issue a valid Section 8 notice or obtain a possession order from the court.
⚠️ Critical Exception: The only statutory grounds for possession a non-registered landlord may still use are those related to serious tenant anti-social behaviour (Ground 7A or Ground 14) to prevent immediate harm to neighbours. For all other grounds (including rent arrears, sale, or moving in), registration is mandatory for court access.
Your Action Point: Prepare Your Digital Records
The creation of the PRS Database means the government will have a comprehensive view of the entire private rental sector. Your compliance history, including fines and enforcement actions, will be visible.
• Gather Documentation: Create a central, digital file now for every property containing the most recent copies of all safety certificates and EPCs. You will need these to complete the online registration form.
• Budget for Registration: Anticipate the mandatory registration fee (which is expected to be reasonable) and the membership fee for the Ombudsman.
• Stay Informed: Keep track of the official Commencement Date for the portal's launch (anticipated in 2026). Once it is live, you will have a limited timeframe (expected to be 28 days) to complete your registration to avoid penalties.
The introduction of the Digital Property Portal and mandatory registration marks a decisive shift in the regulatory landscape of the Private Rented Sector (PRS). This is not just a new administrative task; it is the cornerstone of the Renters' Rights Act 2025's strategy to professionalise the sector, enhance transparency, and empower both tenants and local authorities.
For landlords, the message is clear: full compliance is the only pathway to lawful operation and, critically, maintaining your right to possession. The immediate link between registration and the mandatory Ombudsman scheme solidifies this framework, making a holistic approach to good property management non-negotiable.
📑 Renters Rights Act 2025: Full Blog Series Index
This is one of a 10-part series exploring the Renters Rights Act 2025. Check out the rest of the posts below to understand all the changes coming to the private rented sector.
The Renter’s Rights Act 2025 formally known as the Renters Reform Bill has officially become law, bringing significant changes to the private rented sector in England.
The Landlord's Essential Guide to the Renter's Rights Act 2025 formally known as the Renter’s Reform Bill: 10 Critical Q&As. The Renters' Rights Act 2025 is a landmark piece of UK legislation designed to fundamentally rebalance the power dynamic in the private rented sector.
Read about how the end of 'no-fault' evictions will fundamentally change tenancy agreements and provide tenants with greater security of tenure.
Read about the new and reformed mandatory and discretionary grounds that landlords must now use when seeking to regain possession of their property
Discover the move away from fixed-term tenancies and how all new tenancies will now operate as periodic tenancies from day one.
We detail the new measures introduced to prevent landlords and agents from encouraging or participating in unfair rent bidding wars among prospective tenants.
Understand the new rule that restricts landlords from increasing rent more than once every 12 months, providing tenants with more financial certainty.
Explore the new legal duties placed on landlords to prevent discrimination against certain groups, particularly those receiving benefits or with children.
The Renters' Rights Act 2025 is not just about evictions; it’s about property quality. For the first time, the Decent Homes Standard (DHS), long applied to social housing, will be legally extended to the private rented sector.
We look at the new rules that make it easier for tenants to keep pets, requiring landlords to have a reasonable excuse to refuse a request.
Read about the role of the new Ombudsman and how it will provide a mandatory, impartial route for tenants and landlords to resolve disputes outside of court.
Read about the creation of the new portal that will require all landlords to register their properties and comply with certain standards to operate legally.
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These articles may have been drafted prior to release. Some content and images may have been generated by AI. All information is believed to be correct at the time of writing. The content and information provided in this blog post series are based on a synthesis of publicly available government guidance, parliamentary documents, industry analyses, and news reports regarding the Renters' Rights Act 2025. We may have utilised various external sources for this information. We make no representations or warranties, express or implied, about the completeness, accuracy, reliability, or suitability of the information gathered from these sources. We assume no responsibility, nor any affiliation, with the external sources used; the content is presented solely for informational purposes. You should always seek independent professional and legal advice before making any decisions related to property management or compliance with new legislation.
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