New: Landlord Database Update

Landlords across England need to be prepared for a new major change to the private rental sector, with the Government confirming that its new landlord registration database is expected to begin rolling out from December 2026.

The database forms part of the Government's wider Renters' Rights Bill reforms and is intended to create a clearer picture of who is letting property across England, while giving councils greater access to information when dealing with landlords who fail to meet their legal responsibilities.

For landlords, the important point is that this is not simply another register to add to an already growing list of responsibilities. It is part of a wider move towards greater transparency, stronger enforcement and higher standards across the private rented sector.

What is the new landlord registration database?

The proposed system will create a single national Private Rented Sector database, covering landlords and rental properties in England.

 At present, landlords can encounter different registration and licensing requirements depending on the local authority where their property is located. In Nottingham for instance, Selective Licensing has been introduced across the majority of the City Council area, as well as parts of Gedling Borough.

The new database is intended to provide a more consistent national system.

Landlords will be required to register themselves and the properties they let.

Some of the information held on the database will be available to the public, while other information will be restricted to enforcement authorities.

The database is expected to include information such as:

• The landlord's identity and contact details

• The address of the rented property

• Details of any managing or letting agent

• The property's compliance status

• Relevant safety documentation

• EPC information

• Gas safety information

• Electrical safety information

A registration fee is also expected, although the exact amount will be confirmed through future regulations.

The system will also be connected to the proposed national landlord Ombudsman scheme, helping authorities check whether landlords have met their obligations.

When will landlords need to register?

Registration will be a legal requirement once the database is introduced.

Importantly, landlords will not simply be able to register once a property has already been let. The proposed requirements mean registration must be completed before advertising or letting a property.

This makes preparation particularly important for landlords who are planning to let a property for the first time, change tenants or expand their portfolio.

Tenants will also be able to use the system to establish whether a landlord and property are registered, making compliance more visible within the rental market.

What information will landlords need?

Although detailed guidance will be published as the system is implemented, landlords should expect to provide information about both themselves and their rental properties.

 This could include:

Landlord information

Landlords are expected to provide their legal name, contact information and proof of identity.

Where a letting or managing agent is involved, information about that agent may also need to be provided.

Property information

Details about each rental property will need to be recorded, including the full address and information about the type of property and its units or rooms.

Safety and compliance documents

Landlords will need to ensure relevant compliance documentation is available and up to date. This includes documents such as:

• Energy Performance Certificates (EPCs)

• Gas safety records

• Electrical safety certificates

• Other information required to demonstrate compliance

Landlords will also need to keep the information on the database accurate. For example, details may need to be amended following the sale of a property, a change of managing agent or the renewal of safety documentation.

What happens if a landlord doesn't register?

This is one of the most important aspects of the proposed system.

The Government is giving councils stronger enforcement powers, with significant consequences for landlords who fail to comply. 

Potential consequences include:

Financial penalties: Civil penalties for failing to register could start at around £7,000 and rise to £40,000 in serious or repeated cases.

Restrictions on advertising: Landlords could be prohibited from advertising properties that have not been registered.

Rent repayment orders: Tenants may be able to seek repayment of rent where a property has been unlawfully let.

Problems recovering possession: An unregistered landlord may be unable to regain possession of their property through the courts.

Criminal prosecution: Knowingly providing false information could result in criminal liability.

The financial consequences are therefore only part of the issue. A landlord who fails to comply could potentially find it considerably harder to manage their property, recover possession or continue letting it lawfully.

The landlord database is only one part of the changes. It is important not to look at the registration database in isolation.

The Renters' Rights Bill represents a much wider change to the way privately rented properties are managed.

Among the other proposed reforms are the abolition of Section 21 'no fault' evictions, meaning landlords will need a valid legal reason to end a tenancy.

There will also be changes including:

• More secure periodic tenancies

• Restrictions on rent bidding

• Extension of the Decent Homes Standard to the private rented sector

• A mandatory Ombudsman scheme for landlords

• Increased protections for tenants

The legislation is still progressing through Parliament and some details may change as the reforms are implemented. However, the direction of travel is clear: landlord compliance is becoming increasingly important.

What should Nottingham landlords do now?

The best approach is not to wait until the database opens.

 Landlords should use the time available to review their property records and make sure their existing compliance is up to date.

Check that you have current:

• EPC certificates

• Gas safety records

• Electrical safety certificates

• Relevant property insurance

• Licensing documentation where applicable

• Property and tenancy records

• Details of your managing or letting agent

You should also check whether your property falls within any local licensing requirements.

This is particularly important in Nottingham, where landlords may need to consider selective licensing and other local authority requirements, depending on the property and area.

With legislation changing across the private rented sector, keeping track of every requirement can become increasingly difficult for landlords who manage properties themselves.

Why using a professional letting agent makes sense

The new database is a good example of why professional property management is becoming increasingly valuable. 

 The role of a letting agent is no longer simply about finding a tenant and collecting rent. Landlords need to navigate a growing range of legal, safety and regulatory requirements, and those requirements continue to change.

 At Robert Ellis, we help landlords stay informed and manage the practical requirements involved in letting property. 

Our experienced team can help you understand upcoming legislative changes, keep track of important compliance requirements, manage the letting and management process and provide advice as the rules governing the private rented sector continue to develop.

For landlords with multiple properties, having an experienced agent involved can also provide greater consistency. Rather than having to remember when every certificate expires, monitor regulatory developments and keep up with changes to legislation yourself, you have a professional team helping to manage the process.

Don't wait for the database to launch

The introduction of the landlord database is another significant step towards a more regulated private rented sector.

While the database itself is expected to begin rolling out from December 2026, landlords should not wait until registration becomes mandatory before reviewing their position.

The consequences of non-compliance could be significant, with potential fines of up to £40,000, restrictions on advertising, rent repayment orders and difficulties recovering possession.

More importantly, the database is just one of several changes affecting landlords. With the Renters' Rights Bill bringing further reforms to tenancies, possession, property standards and redress, staying compliant is becoming an ongoing responsibility.

Let Robert Ellis take the pressure off

If you're a landlord in Nottingham or the surrounding area, Robert Ellis can help you stay on top of the changing rules and manage your property professionally.

Whether you're already letting property, considering becoming a landlord or reviewing how your existing portfolio is managed, our experienced lettings team can provide practical advice and help you navigate the increasingly complex requirements of the private rented sector.

Contact Robert Ellis today to discuss your property and find out how our professional lettings and property management services can help you stay compliant as the rules change.