What Information Will the PRS Database Require? The Full Landlord Checklist

What Information Will the PRS Database Require? The Full Landlord Checklist

This article is for general information purposes only and does not constitute legal advice. Landlords should seek independent legal advice for their specific circumstances.

The PRS Database is coming. Do you know what you will need to provide?

From late 2026, every private landlord in England will be required to register themselves and their rental properties on the new PRS Database under Phase 2 of the Renters' Rights Act 2025, pay an annual fee, and keep the information up to date.

Registration will not be optional. Landlords who let or advertise without registering face civil penalties of up to £7,000 for a first breach, rising to up to £40,000 or criminal prosecution for serious or repeated offences. An unregistered landlord will also lose access to most possession grounds.

The government's implementation roadmap sets out the confirmed minimum dataset. The exact fields will be finalised through secondary legislation subject to the will of Parliament, but the roadmap states what the government expects the database to require "at minimum." This article breaks each category down and shows what landlords should be collecting now.

Category 1: Landlord contact details

The database will require the landlord's contact details and an address for service. Where a property has joint landlords, details for all of them must be captured.

This means full name, correspondence address, and likely an email address and phone number. Landlords who operate through a limited company can expect to provide the company name and Companies House number. There is no separate statutory obligation to maintain a central record of this information today, but the PRS Database formalises what good practice already demands.

Where LLCR helps: Every LLCR account captures landlord contact details and correspondence address at setup, structured and stored in a single place.

Category 2: Property details

The roadmap specifies the following property data for each dwelling: full property address, type of property (flat, house, or other), number of bedrooms, number of households and residents, whether the property is occupied or vacant, and whether it is furnished or unfurnished.

These are not new obligations. They reflect information landlords already hold and that local authorities routinely request during licensing applications. The PRS Database consolidates them into one national record for every rental property.

The statutory framework sits in sections 75 to 80 of the Renters' Rights Act 2025. Section 78 requires active entries to be kept up to date, meaning changes in occupancy, furnishing, or household composition will need to be reported promptly once the database is live.

Where LLCR helps: LLCR's property records capture address, property type, bedroom count, occupancy status, and furnishing details. Landlords using LLCR will already have this data structured and ready to transfer rather than pulling it together from scattered files.

Category 3: Safety certificates

The roadmap confirms the database will require records for three safety documents.

Gas Safety Certificate. The Gas Safety (Installation and Use) Regulations 1998 require an annual safety check by a Gas Safe registered engineer. The CP12 must be renewed every 12 months.

EICR. The Electrical Safety Standards in the Private Rented Sector (England) Regulations 2020 require a valid EICR for every private rental property, renewed at least every five years. Any C1 or C2 findings must be remediated within 28 days.

EPC. The Energy Performance of Buildings (England and Wales) Regulations 2012 require an EPC before a property is let. Rental properties must currently meet a minimum rating of E, rising to C by October 2030.

These certificates are not new requirements, but the PRS Database changes the enforcement landscape. Once certificate data sits in a national register visible to local authorities, gaps become far easier to identify. A lapsed CP12 or expired EICR that might previously have gone unnoticed will now be flagged centrally.

Where LLCR helps: LLCR tracks gas, EICR, and EPC certificates per property with expiry dates and automated reminders. Smart Document Capture extracts certificate details on upload, and the Compliance Defence Pack bundles them into a structured evidence file at one click.

What else might the database require?

The roadmap describes a minimum dataset, not a final one. The Act gives the Secretary of State broad powers to specify additional fields through regulations.

HMO licence details. Landlords of Houses in Multiple Occupation are already required to hold a licence under Part 2 or Part 3 of the Housing Act 2004. It is reasonable to expect the database to record HMO licence status, though this has not been confirmed in the minimum dataset.

Landlords should treat the confirmed minimum as a starting point. Building comprehensive records now means less work when additional fields are introduced.

How the PRS Database maps to LLCR

Do not wait for the database to open

The PRS Database will roll out regionally from late 2026. When registration opens in a landlord's area, it will come with a deadline. Landlords who have their records in order will register in minutes. Those who do not will be scrambling to assemble data that should have been structured months earlier.

Every data point the PRS Database is expected to require is something LLCR already tracks. Property details, safety certificates, expiry dates, and compliance scoring are all captured in a single platform designed specifically for this purpose.

LLCR is a specialist compliance evidence platform built for self-managing landlords and letting agents in England. It tracks every certificate, deadline, and document the law requires. Check your compliance status for free or start your free trial.