PRS Database and Landlord Ombudsman — What Registration Means for Private Landlords in England

Two New Systems Coming for Private Landlords

The Renters' Rights Act 2025 creates two systems that will fundamentally change how private landlords operate in England: a mandatory Private Rented Sector (PRS) database and a mandatory landlord ombudsman scheme. Neither is live yet. Database registration is scheduled to begin on 15 December 2026 in the West Midlands and roll out regionally, with all actively let properties due to be registered by 14 November 2027; mandatory Ombudsman membership is expected in 2028.

Here is what each one involves and what you should be doing now.

The PRS Database

The PRS database is a national register of landlords and properties let under qualifying assured or regulated tenancies in England. Regional registration is scheduled to begin on 15 December 2026 in the West Midlands, with all actively let properties due to be registered by 14 November 2027.

As regions are called forward, landlords will need to register their actively let properties. The information is expected to include landlord contact details; property details such as address, type, bedrooms, households or residents, and occupancy and furnishing status; and gas, electrical, and EPC safety information. Final requirements depend on regulations.

Once the registration duty applies, a court generally cannot make a possession order while the landlord is in breach of the active-entry requirement for the landlord or dwelling, except where the possession ground is Ground 7A or Ground 14. An unregistered property does not by itself make a Section 8 notice invalid.

The database also gives local councils a single lookup tool to identify non-compliant properties and target enforcement. Currently, environmental health officers rely on tenant complaints and ad-hoc intelligence — the database will give them a proactive register to audit against.

The Landlord Ombudsman

Alongside the database, the Act requires landlords of qualifying assured or regulated tenancies in England to join a government-approved ombudsman scheme once membership is required. Mandatory membership is expected in 2028. This is a new dispute resolution layer sitting between the tenant and the courts.

The ombudsman will handle complaints about landlord conduct, service quality, and compliance failings. Tenants will be able to escalate disputes without going through the county court — which is faster, cheaper, and requires no legal representation.

Key points about the ombudsman:

• Membership will be mandatory, not voluntary. Once it is required, a local authority can impose a civil penalty of up to £7,000 for a breach. Continued non-compliance for more than 28 days after a penalty, or a qualifying repeat breach, can be an offence.
• The ombudsman can order remedies including apologies, compensation, and specific actions by the landlord.
• The scheme sits alongside existing enforcement routes (council HHSRS penalties, county court Section 9A claims, First-tier Tribunal rent repayment orders) — it does not replace them.

Common Misconceptions

"The PRS database is already live." It is not as of 24 October 2026. Registration is scheduled to start on 15 December 2026 in the West Midlands and roll out regionally, with all actively let properties due to be registered by 14 November 2027. Mandatory Ombudsman membership is expected in 2028.

"The ombudsman handles damp and mould complaints instead of the council." No. The ombudsman handles landlord conduct complaints. Damp and mould that constitutes an HHSRS hazard remains an environmental health enforcement matter for the local authority. A tenant can report to both.

"Registration replaces compliance." Registration is a disclosure requirement, not a compliance certificate. Being on the PRS database does not mean your property meets the Decent Homes Standard or passes an HHSRS inspection. It means you are visible to enforcement bodies.

What to Do Now

As of 24 October 2026, the database and ombudsman are not yet live, but the compliance standards they will sit alongside are mostly active today. HHSRS enforcement, Section 11 repair duties, the Fitness for Human Habitation Act, gas safety, EICR, EPC, and smoke and CO alarm requirements are all current law.

The most useful preparation is to get your property files in order: current certificates on file with documented delivery to tenants, a maintenance log, and evidence that any damp or ventilation issues have been addressed. When registration opens, you will need to demonstrate compliance status — having the paperwork already organised saves a scramble.

Our Decent Homes & Awaab's Law compliance guide covers the full checklist of what is active now and what is coming, with a dated status matrix so you know which rules carry penalties today and which are still in the pipeline.

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