PRS Database Documents Needed: Gas Safety, EICR and EPC Requirements

The Three Core Documents

The published draft Schedule 3 lists the safety and EPC information and documents needed for a dwelling entry. Which items apply depends on the property: gas records apply if it has a gas supply, electrical evidence may be an EICR or an appropriate EIC, and EPC evidence depends on the landlord's duty to provide a valid EPC. For an already-let property, specified Part 2 information and documents may follow within 28 days after the entry is made.

Gas Safety Record

If the property has a gas supply, provide a copy of the Gas Safety Record if one exists and its issue date. Gas Safety Records expire annually, so check that yours hasn't lapsed before you start registration.

If the property has no gas supply, the draft does not call for a Gas Safety Record. Provide the electrical and EPC information that applies to the dwelling.

Electrical Installation Condition Report (EICR)

Provide a copy of the EICR if one exists or an appropriate Electrical Installation Certificate (EIC). The draft Schedule 3 asks for the applicable expiry date.

The Electrical Safety Standards in the Private Rented Sector and Social Rented Sector (England) Regulations 2020 apply where a tenant has the right to occupy the property as their only or main residence and pays rent, subject to listed exceptions. They require an inspection at least every five years, so many landlords should have a current report.

If yours is approaching expiry, schedule the inspection before your registration window opens — electricians get booked up, and an expired report can leave you without current evidence to provide.

Energy Performance Certificate (EPC)

Provide the EPC information and, where the landlord was required to give a valid EPC to the current tenant, a copy of the most recent EPC if one exists.

Properties generally need a minimum rating of E to be let (the current MEES threshold), with a target of C by 2030. If the latest EPC is below the MEES minimum and your property has a registered exemption, provide the exemption information and type.

Getting Your Documents Ready

The single biggest cause of registration delays is missing or expired paperwork. The draft regulations allow some Part 2 information and documents to follow within 28 days after an entry is made, but having them ready before you log in helps you meet that deadline.

Before your region opens:

1. Pull out your Gas Safety Record — check the issue date and confirm it hasn't expired
2. Find your EICR — note the expiry date and book a renewal if it's within three months
3. Look up your EPC using the official GOV.UK service — note the reference number and rating
4. If any certificate is expired or missing, schedule the inspection now rather than waiting for the portal to open

Have legible digital copies ready, then check the service guidance for accepted file formats when it opens.

Beyond the Big Three

Beyond the safety and EPC information above, the dwelling entry also requires:

• Licensing details — if the property needs a mandatory HMO licence, additional licence, or selective licence, you'll declare the licence type and reference number
• Freeholder/superior landlord details for leasehold properties
• Tenancy and rent data (within 28 days of the tenancy start) — occupant count, furnishing status, rent amount, and payment frequency

Having your tenancy agreement, local authority licence numbers, and freeholder contact details to hand saves you going back to complete the entry later.

The PRS Database Registration Guide includes a document readiness audit checklist covering every field the portal asks for, organised by what you need at registration versus what you submit within 28 days.

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