The Renters’ Rights Act PRS Database And Ombudsman — What Landlords Must Know

The next major phase of the Renters’ Rights Act is now confirmed — and it will affect every single landlord in England.

From late 2026, landlords will be legally required to register themselves and their properties on a new Private Rented Sector Database. A new Landlord Ombudsman will follow, giving tenants a free and binding route to resolve complaints. Together, these two measures represent the biggest compliance change for landlords since Section 21 was abolished in May 2026.

This guide explains exactly what the PRS Database and Landlord Ombudsman are, when they are coming, what landlords will need to do, what it will cost, and what happens to landlords who fail to register.

What Is Phase Two Of The Renters’ Rights Act?

The Renters’ Rights Act 2025 is being introduced in phases. Understanding which phase brings which changes helps landlords prepare in the right order.

Phase One — May 2026 (already in force)
The abolition of Section 21 no-fault evictions, the conversion of all tenancies to periodic tenancies, restrictions on rent increases, the pets rules, the ban on rental bidding and the discrimination provisions all came into force on 1 May 2026.

Phase Two — from late 2026 (now confirmed)
The Private Rented Sector Database and the Landlord Ombudsman. The database rolls out first, region by region, with the Ombudsman following once the database is established.

Phase Three — date to be confirmed
The extension of the Decent Homes Standard to the private rented sector and the extension of Awaab’s Law, requiring landlords to address damp and mould within strict timeframes.

On 10 June 2026, the government confirmed that phase two will begin this year rather than on an undefined future timetable — giving landlords a clear window to prepare.

What Is The Private Rented Sector Database?

The Private Rented Sector Database — often shortened to the PRS Database — is a new national register that all private landlords in England will be required to join.

Landlords will need to register:

• Themselves as a landlord
• Each of their rental properties
• Compliance information relating to each property

The database is designed to bring transparency and accountability to the private rented sector. It will support local council enforcement by giving authorities a central record of who is letting property and whether they are meeting their legal obligations.

The database will serve several purposes:

• Providing tenants with information about their landlord and property before they rent
• Giving local councils a tool to identify and target non-compliant landlords
• Creating a central record of compliance documents and safety certificates
• Supporting the enforcement of standards across the sector

When Does The PRS Database Launch?

The PRS Database will begin rolling out from late 2026.

Importantly, the rollout will be regional and gradual — not a single national launch date. The database will begin with a phased regional launch for landlords and councils, meaning landlords in different parts of the country may be required to register at different times.

This phased approach means landlords should watch for announcements specific to their region. As each area goes live, landlords operating there will be given a window to register before the requirement becomes mandatory.

What Will Landlords Need To Register?

While the full detail of the database requirements is still being confirmed, landlords can expect to need to provide:

• Their own identity and contact details as a landlord
• The address and details of each rental property
• Gas safety certificates
• Electrical safety certificates (EICRs)
• Energy Performance Certificates (EPCs)
• Evidence of compliance with other legal obligations

This is why getting all property paperwork and certificates in order now — before the database goes live — is the single most valuable preparation step landlords can take. Landlords with complete, up-to-date compliance records will find registration straightforward. Those with missing or expired certificates may find themselves scrambling to comply.

Will Some Possession Grounds Depend On Registration?

Yes — and this is one of the most significant practical consequences of the database for landlords.

Under the new system, some possession grounds will only be available to landlords who are registered on the database. This means a landlord who has not registered may find themselves unable to use certain grounds to recover possession of their property — even if they have a legitimate reason.

This effectively makes database registration not just a compliance requirement but a prerequisite for accessing parts of the legal possession process. Landlords who fail to register risk losing access to legal remedies they would otherwise be entitled to use.

What Is The Landlord Ombudsman?

The Landlord Ombudsman — sometimes called the Private Rented Sector Ombudsman or the Landlord Redress Scheme — is a new body that all private landlords in England with assured tenancies will be legally required to join.

The Ombudsman will:

• Handle tenant complaints quickly, fairly and at no cost to the tenant
• Provide an alternative to council complaints or court action
• Issue binding decisions that landlords must comply with
• Offer guidance to landlords on managing and resolving complaints

The Ombudsman service will be free for prospective, current and former tenants to use. This is a deliberate design choice — by making the service free and accessible, the government expects most tenants to use the Ombudsman rather than going to court.

When Does The Landlord Ombudsman Launch?

The Landlord Ombudsman will be introduced after the PRS Database is in place — not at the same time.

According to the House of Commons Library, the government expects the new Ombudsman service to be ready in 2028. The NRLA timeline also indicates mandatory sign-up to the PRS Landlord Ombudsman coming into effect in 2028.

This sequencing means landlords have a clear order of preparation: get ready for the database first, which rolls out from late 2026, then prepare for the Ombudsman which follows in 2028.

What Powers Will The Ombudsman Have?

The Landlord Ombudsman will have significant powers to resolve tenant complaints and enforce its decisions.

Key powers include:

• Investigating tenant complaints against landlords
• Issuing binding decisions that landlords are legally required to comply with
• Requiring landlords to take remedial action
• Requiring landlords to pay compensation to tenants where appropriate
• Requiring landlords to apologise or correct failures

Critically, where a landlord repeatedly breaches the Ombudsman’s rulings, the First-tier Tribunal will be able to issue rent repayment orders. This means a landlord who ignores the Ombudsman could be ordered to repay rent to their tenant — a potentially significant financial penalty.

What Must Landlords Do Before Marketing A Property?

One of the most important practical points for landlords is that membership of the Landlord Redress Scheme will be required before a property can be marketed for rental.

This means landlords must:

• Join the Landlord Redress Scheme before advertising any property
• Maintain that membership throughout their letting activities
• Ensure their letting agents also comply where applicable

A landlord who markets a property without being registered with the redress scheme will be in breach of the rules and could face enforcement action.

What Are The Penalties For Non-Compliance?

The penalties for failing to comply with the database and Ombudsman requirements are significant.

Local councils will have the power to issue financial penalties:

• Up to £7,000 for initial breaches
• Up to £40,000 for repeated or continuing breaches

In addition to these civil penalties, landlords who fail to register on the database may lose access to certain possession grounds, and landlords who ignore Ombudsman rulings may face rent repayment orders through the First-tier Tribunal.

The combined effect of these penalties is to make compliance with the database and Ombudsman requirements essential for any landlord who wants to continue letting property legally and to retain access to the legal possession process.

How Much Will The Database Cost Landlords?

The exact fees for the PRS Database have not yet been confirmed. The government is expected to announce the annual database fee in due course.

Landlords should anticipate:

• An annual fee to register and maintain their entry on the database
• The fee likely to be charged per landlord or per property
• A separate charging model for the Ombudsman once it launches

While the specific figures are not yet known, landlords should budget for new annual compliance costs as part of their planning for 2026 and beyond. These costs are an additional consideration when assessing the ongoing viability of rental properties.

How Should Landlords Prepare Now?

Although the database does not launch until late 2026, there are clear steps landlords should take now to be ready.

1. Get all compliance certificates up to date
Ensure every property has a current gas safety certificate, EICR and EPC. These are likely to be required for database registration, and having them ready will make registration straightforward.

2. Organise your property records
Gather all your property documentation into an organised system — tenancy agreements, deposit protection certificates, safety certificates, inspection records and prescribed information. The database will require accurate records.

3. Check your properties meet current standards
With the Decent Homes Standard coming in phase three, now is a good time to assess whether your properties meet acceptable standards and to address any issues before they become compliance failures.

4. Review your complaint handling process
With the Ombudsman coming, landlords who handle tenant complaints promptly and professionally will be far less likely to face Ombudsman referrals. Establishing a clear, documented process for responding to tenant concerns now will pay off later.

5. Budget for new costs
Factor the likely database and Ombudsman fees into your financial planning for your rental properties.

6. Watch for your region’s rollout date
Because the database rolls out regionally, keep an eye on announcements relevant to your area so you know when registration becomes mandatory for you.

What Does This Mean For Landlords Overall?

The database and Ombudsman represent a fundamental shift in how the private rented sector is regulated. For the first time, every landlord in England will be on a national register, and every tenant will have a free, binding route to resolve complaints.

For professional, compliant landlords, these changes should not be cause for alarm. Landlords who already maintain their properties to a good standard, keep their paperwork in order and deal with tenant concerns promptly will find registration straightforward and are unlikely to face Ombudsman action.

For landlords who have historically been less rigorous about compliance, the database and Ombudsman represent a significant tightening of the rules. The combination of a central register, council enforcement powers, possession grounds tied to registration and a free tenant complaints service means there will be far fewer places for non-compliant landlords to hide.

GOV.UK Guidance

Landlords can find official guidance on the Renters’ Rights Act and its implementation here: GOV.UK Renters’ Rights Act Guidance

Frequently Asked Questions

When does the PRS Database launch?

The Private Rented Sector Database will begin rolling out from late 2026, on a regional and gradual basis rather than a single national launch date. Landlords should watch for announcements relevant to their region.

Do all landlords have to register on the database?

Yes. All private landlords in England will be required to register themselves and their properties on the PRS Database.

What happens if I don’t register on the database?

Landlords who fail to register may face financial penalties of up to £7,000 for initial breaches and up to £40,000 for repeated breaches. They may also lose access to certain possession grounds, meaning they could be unable to recover their property even with a legitimate reason.

When does the Landlord Ombudsman launch?

The Landlord Ombudsman will follow the database. The government expects the service to be ready in 2028, with mandatory landlord sign-up coming into effect at that point.

Is the Ombudsman free for tenants?

Yes. The Ombudsman service will be free for prospective, current and former tenants to use. This is designed to provide an accessible alternative to court action.

What can the Ombudsman do if a landlord breaches its rulings?

The Ombudsman can issue binding decisions requiring landlords to take remedial action, pay compensation or apologise. Where a landlord repeatedly breaches the Ombudsman’s rulings, the First-tier Tribunal can issue rent repayment orders.

Do I need to join the redress scheme before letting a property?

Yes. Landlords must join the Landlord Redress Scheme before marketing any property for rental, and maintain membership throughout their letting activities.

How much will the database cost?

The exact annual fee has not yet been confirmed. Landlords should budget for a new annual compliance cost and watch for government announcements on the fee structure.

Will registration affect my ability to evict tenants?

Yes. Some possession grounds will only be available to landlords who are registered on the database. Failing to register could prevent you from using certain grounds to recover possession.

What should I do now to prepare?

Get all your safety certificates up to date, organise your property records, ensure your properties meet good standards, establish a clear complaint-handling process and budget for the new fees. Then watch for your region’s rollout date.

What if you are mid-tenancy when your area goes live?

A fair question, given the rollout is regional and staggered.

The registration duty attaches to letting a property, not only to marketing a new one. Once the requirement is in force in your area, an existing let property needs an active entry. You will not be exempt simply because the tenancy started before the database existed.

Expect a transitional window rather than an overnight cutoff — that has been the pattern with every other part of the Act. But the sensible planning assumption is that you will need to register everything you let, not only new lettings.

The practical risk is possession. If a tenancy runs into difficulty after your region goes live and you are not registered, your route to a possession order is largely blocked. That is the scenario to avoid.

How it interacts with licensing

The database does not replace HMO licensing or selective licensing. This trips people up because the information overlaps.

• Mandatory HMO licensing continues exactly as now, and licence details form part of what you register
• Selective licensing schemes run by individual councils continue and are unaffected
• Additional licensing for smaller HMOs continues where a council operates it

So a licensed HMO landlord in a selective licensing area will hold a licence and a database entry. Two separate obligations, two separate enforcement routes, two separate sets of penalties.

The database does replace the existing Database of Rogue Landlords and Property Agents, which was limited in scope and largely invisible to tenants.

If you use a letting agent

Agents will be able to register on your behalf, and many will offer it as part of their service. That is convenient but does not transfer the legal duty.

Ask your agent three questions now, and get the answers in writing:

1. Will you register my properties, and is it included or charged separately?
2. Who is responsible for keeping entries updated when a certificate is renewed?
3. How will you notify me of my Landlord and Property Registration Numbers?

The second question matters most. Entries must stay current, and a lapsed certificate on a live entry is a visible compliance failure rather than a quiet one.

What tenants will be able to see

Part of the database will be publicly accessible so prospective tenants can check a landlord and property are registered. Councils get a fuller view for enforcement purposes.

Exactly where the line falls between public and council-only has not been confirmed and will be set by regulations. Anyone telling you precisely what tenants will see is guessing.

What is reasonable to expect: registration status will be visible, and compliance gaps will be far easier for a tenant to spot before they commit. Landlords who keep good records gain a genuine advantage here — a clean, current entry becomes a selling point.

Frequently asked questions

Does this apply outside England?

No. The PRS Database is England only. Wales already operates Rent Smart Wales, which is a separate scheme with its own requirements. Scotland has its own landlord registration system. Northern Ireland operates a separate landlord registration scheme.

I let through a limited company — who registers?

The entity that owns the property registers, and company registration details form part of the required dataset. If you hold properties across more than one company, expect each to need its own registration.

What about company lets and lodgers?

Registration is expected to apply to landlords letting under assured and regulated tenancies. Arrangements outside that framework — such as company lets and resident landlord lodger agreements — sit differently, but the precise scope will be confirmed by commencement regulations. Do not assume you are outside it without checking when the detail is published.

Will there be an annual fee?

An annual charge is widely expected but no figure has been confirmed. Treat any specific number you see quoted online as speculation.

What happens if my certificates expire after I register?

You must keep entries up to date. Failing to do so is itself a breach carrying a civil penalty of up to £7,000. Set calendar reminders for every Gas Safety Certificate, EICR and EPC expiry across your portfolio now — our compliance deadline tracker can help you map them.

Can I register early?

Not yet. The service is not live. Watch GOV.UK for the commencement announcement rather than relying on second-hand reports, and be wary of any third party offering to register you before the official service opens.

Related Articles

• What The Renters’ Rights Act Means For Landlords In 2026
• Periodic Tenancies Explained — What UK Landlords Need To Know After May 2026
• The Compliance Deadlines Landlords Cannot Afford To Miss In 2026
• Landlord Compliance Checklist For 2026
• Step-By-Step Eviction Process For Landlords In 2026
• How Often Do Landlords Need A Gas Safety Certificate?
• Electrical Safety Testing For Landlords In 2026
• EPC Rules For Landlords 2026 — Minimum Ratings Explained

Final Thoughts

The PRS Database and Landlord Ombudsman are the next major milestones in the Renters’ Rights Act — and they fundamentally change how the private rented sector will be regulated.

The key points every landlord needs to remember are:

• The PRS Database rolls out from late 2026, region by region
• All landlords must register themselves and their properties
• Some possession grounds will only be available to registered landlords
• The Landlord Ombudsman follows in 2028, giving tenants a free binding complaints route
• Landlords must join the redress scheme before marketing any property
• Penalties run from £7,000 for initial breaches to £40,000 for repeated breaches
• The single best preparation is getting all compliance certificates and records in order now

Landlords who use the time between now and the regional rollout to get their paperwork, certificates and property records in order will find the transition straightforward. The database turning from policy into a live compliance duty is no longer a distant possibility — it is a confirmed change coming this year, and the time to prepare is now.