What is the PRS Database/Rental Property Register?

The Private Rented Sector (PRS) Database is a new digital register introduced under Part 2 of the Renters’ Rights Act. It creates a centralised national system where residential landlords and rental properties in England must be registered before being let out or advertised. It will also be known as the “Register your rental property” service. 

Landlords will need to provide key information about all owners, the property, the tenancy and any certificates when they register each property.

Landlord registration requirements

Depending on how property ownership is held, the registration entry must contain the following specifics.

Individual landlord details

• Name
• Date of birth 
• Residential address 
• Telephone number 
• Email address 

Company landlord details

• Name of organisation/description by which it is known 
• Type of legal entity 
• Address (which cannot be a PO Box number) 
• Telephone number 
• Email address 
• Name, date of birth, email address and telephone number of the individual making the entry on behalf of the organisation. 
• Name of nominated contact within the organisation for the purposes of the database, and their email address and telephone number. 
• Companies House Registration number, if applicable. 
• Charity number, if applicable. 
• Where a Companies House registration number is not provided, the names, dates of birth and addresses of all directors, trustees, partners or members of the governing body of the organisation. 
• Where the organisation is constituted as a trust, the name, date of birth, address, email address and telephone number of the lead trustee. 

Property registration

Registering a property involves detailing both the dwelling characteristics and the terms of occupation, much of which mirrors your standard tenancy agreement.

Property details

• The address
• Name(s), email address, and service address of the landlord
• Ownership type (freehold, leasehold, etc)
• The name and email address of the freeholder, property manager, or superior landlord
• The type of dwelling (flat, terraced, semi-detached, etc)
• Number of bedrooms
• Whether the dwelling is currently let

Tenancy and rent details

• The amount of rent, whether it includes bills, and how often it needs to be paid
• The number of people living in the property (tenants and permitted occupiers but not short term guests)
• The number of households (i.e. how many unrelated people live in the property and whether it is a HMO)
• Whether the property needs a selective, additional or mandatory HMO licence and whether it has one
• Whether it's furnished, part furnished or unfurnished

Safety standards

• If the property has gas fittings, the most recent gas safety record and the date it was issued. 
• A current valid Electrical Installation Condition Report (EICR) or an Electrical Installation Certificate (EIC) and the date it expires on
• The most recent energy performance certificate (EPC) and information on whether one needed to be given to the tenant.
• If the EPC has expired, the start date of the latest tenancy. 
• If the property does not meet the current minimum energy efficiency standards, details of any exemptions that have been registered for the property.

Deadlines for providing information

A property can be registered on the portal without entering any of the property information above. However, all of the required information must be provided within 28 days of the entry being made. 

Learn more about the key dates here. 

Following registration

In the future, landlords who do not have an active registration for their property may face enforcement action by the local authority. 

Landlords will also have a duty to maintain their database entries, update any changes, and correct any errors within a reasonable time. 

Duty to maintain and update the database entry

Once registered, landlords must maintain an active database entry for the property throughout the tenancy. 

This means that once the landlord registers the property, they must renew the registration each year and do anything else required to keep it active. 

As part of this, they will also be required to keep the database record up to date. If any of the property details change, the landlord must update their account within 28 days. Examples of changes are:

• The gas or electrical safety certificates are renewed
• The landlord obtains a new EPC or registers a new exemption from MEES.
• The rent changes
• There is a change to the number of occupiers

Want to make sure your portfolio is fully prepared ahead of the regional deadlines? Get in touch with the team today on 01482 562 562 or email our Client Manager, Jake on jake.astill@ultralets.co.uk.