The Landlord Database Is Coming | What Landlords Need to Know

Another major change for private landlords is on the horizon. The private rented sector is continuing to change under the Renters’ Rights Act, and the next major development is getting closer: a new Landlord Database.

The Government has announced the rollout of a new Private Rented Sector Database, through its new “Register your rental property” service. For landlords across England, registration will become a legal requirement. Importantly for landlords in our region, the service is due to launch on 15 December 2026, starting in the West Midlands, before being rolled out across other areas over the following twelve months.

So, what does this mean for you?

What is the Landlord Database?

The new database is being introduced as part of Phase 2 of the Renters’ Rights Act reforms. Its purpose is to create a central source of information about private landlords and rental properties in England.

The Government says the database will:

• Improve transparency for tenants
• Help landlords understand and demonstrate their legal responsibilities
• Give local authorities better information to identify and act against landlords who aren’t complying with the rules

Will landlords have to register?

Yes. Registration will be a legal requirement, and landlords in each region will be given a set period to register once their area is called forward.

For the initial rollout, landlords with properties in the West Midlands will be able to register from 15 December 2026, with a deadline of 14 March 2027 to complete it. Once a region is called forward, landlords will have three months to register, and the Government currently expects all landlords actively letting property to have registered by 14 November 2027.

Landlords in the West Midlands should start familiarising themselves with the requirements now, rather than waiting until registration becomes compulsory.

“Landlords don’t need to do anything today if their area hasn’t been called forward yet, but getting your paperwork in order now will make the process far easier when it is your turn,” says Stacey Bailey.

What information will landlords need to provide?

The final detailed requirements are still being introduced through regulations, but the Government’s implementation roadmap points to key information about both the landlord and the property, expected to include:

• Landlord contact details
• Property details, such as the address, property type and number of bedrooms
• Information about occupancy and furnishing
• Relevant safety information, including Gas Safety, Electrical Safety and Energy Performance Certificates

For landlords who already keep well organised property records and compliance documentation, this should make registration considerably easier. Either way, it’s a useful prompt to review your records now:

• Are your certificates all current?
• Are your landlord and property details accurate?
• Do you have copies of all the relevant compliance documents?
• Are you keeping appropriate records of inspections, repairs and other property management matters?

Will there be a charge to register?

Yes. The Government has confirmed that landlords will need to pay an annual registration fee of £65 per property to be registered on the database.

What happens if a landlord doesn’t register?

This isn’t an optional database. The Government has confirmed that registration will be a legal requirement, with penalties for landlords who fail to comply of up to £40,000.

The Renters’ Rights Act also provides for restrictions around marketing and letting properties where the required database entries aren’t in place. Once the relevant provisions are in operation, landlords and agents will also need to include registration information in rental advertisements.

Registration is set to become another important part of the compliance process for anyone letting property in the private rented sector.

What should landlords do now?

There’s no need to register today if your area hasn’t yet been called forward, but there’s plenty you can do to prepare. We’d recommend reviewing your property files and making sure you have accurate records of your ownership details, property information and compliance certificates.

It’s also worth reviewing how your property is currently being managed. Between the Renters’ Rights Act, the Landlord Database, the forthcoming Private Rented Sector Ombudsman and further changes to rental standards still to come, the administrative and compliance responsibilities that come with being a landlord are becoming increasingly involved, and for landlords managing their own properties, keeping on top of it all can quickly become time-consuming.

How can a letting agent help?

Letting agents can’t register on behalf of the landlord. There are a few exemptions where someone other than the landlord can register for them; full details are available on the gov.uk website.

However, a professional letting agent can help pull together everything a landlord needs to register with the database. This doesn’t remove the landlord’s legal responsibilities, but it can provide valuable support in keeping a property compliant and properly managed.

G Herbert Banks already maintain detailed records across the properties we manage, including compliance certificates, inspections, tenancy documentation and maintenance information. As further elements of the Renters’ Rights Act come into force, we’ll continue to monitor the Government’s guidance and keep our landlords informed about what the changes mean for them and their properties.

The introduction of the Landlord Database is another step towards a more regulated and transparent private rented sector. Staying informed and organised will matter increasingly for landlords who want to protect their investment, remain compliant and provide a well-managed home for their tenants.

How we can help

If you’d like to discuss the changes to the private rented sector, or find out more about our fully managed letting service, please contact our Lettings Department on 01299 896968 or lettings@gherbertbanks.co.uk.