The new Private Rented Sector (PRS) Database will not just create obligations for landlords. Letting agents and property advertising platforms will also have important responsibilities once the registration requirements come into force.
For landlords who use a letting agent, this could affect how quickly a property can be marketed.
Landlords will need two registration numbers
Once the PRS Database requirements apply, landlords will need an active Landlord Registration Number and a Property Registration Number for each relevant rental property.
Under Section 82(1) of the Renters’ Rights Act 2025, letting agents will have a legal duty not to market a relevant rental property unless both registration numbers are active.
Property portals and other advertisers will also have legal obligations under Section 82(2). They must ensure that active registration numbers are included in written advertisements or listings.
This means landlords will not simply be able to ask an agent to put a property on the market and deal with the Database later.
The registration numbers will need to be in place before the property is marketed and stated on the listing or advertisement, including social media advertising.
What does this mean for landlords?
Landlords using letting agents should make sure their agent has their correct Landlord Registration Number and the Property Registration Number for the property being marketed.
The Landlord Registration Number may not be the same for every property in a landlord's portfolio. For example, a landlord who owns some properties personally and others through a limited company may have different registration numbers for those different legal owners.
Getting this information wrong could delay a property being advertised.
There is also a more serious consequence if a landlord fails to comply with the registration requirements.
A landlord who has breached the duty to register will generally be unable to obtain a possession order under Section 8. The exceptions are Ground 7A, relating to severe anti-social or criminal behaviour, and Ground 14, relating to anti-social behaviour.
Can letting agents register properties for landlords?
Many landlords are likely to want their letting agents to register properties on their behalf.
However, landlords should not assume that an agent will be able to complete the entire process.
The landlord is likely to need to register themselves and obtain their Landlord Registration Number first. They can then provide this to their letting agent, who can deal with registering the relevant rental properties.
It is not yet clear whether agents will have access to a bulk-upload facility or API to register large numbers of properties.
If no such system is available, agents could face the administrative burden of registering properties individually. This could be particularly significant for agents managing large portfolios.
Agents may not have all the information
Another potential issue is that letting agents may not have all the information required to register a property.
For example, an agent may not know whether a flat is leasehold or share of freehold. They may also not have completely up-to-date information about the number of people living at the property.
Circumstances can change during a tenancy. A tenant may have had a baby or adopted a child, for example, meaning that information previously supplied is no longer accurate.
Letting agents will therefore need a reliable process for obtaining confirmation from landlords and, where appropriate, tenants that the information being entered on the Database is correct.
Landlords should prepare now
The PRS Database will create responsibilities for the whole property advertising chain, not just landlords.
Landlords should speak to their letting agents about who will register each property, what information will be required and how registration numbers will be shared.
Agreeing this process in advance should help avoid delays when the registration requirements come into force.
For agents, the key challenge will be ensuring that properties cannot accidentally be marketed without the required registration numbers and that advertising information remains accurate and up to date.
The PRS Database requirements are part of the Renters’ Rights Act 2025. The detailed operation of the Database and registration service is still being developed, so landlords and agents should check the latest government guidance as implementation progresses. To find out more, you can read the full research as set out by Suzanne Smith in her article for The Independent Landlord.
