Recent PRS database announcements are less than ideal. Here’s how agents and landlords can navigate them collaboratively.

Goodlord's 2026 State of the Lettings Industry Report has revealed that the more agents learn about the Private Rented Sector Database, the less they like it.

In 2025, net sentiment (the percentage of agents positive about the change, minus those who are negative) was at +28, with many agents welcoming hypothetical changes.

However, this year, it’s a different story.

Sentiment now sits at -13, representing a whopping 41-point negative swing. Agents surveyed in this report gave their responses before unpopular implementation details were announced.

Now we have more clarity, agents are more annoyed. But this remains an opportunity to deliver value to landlords by helping them to comply.

We’ve created this blog to help you prepare, set boundaries, and adapt to the changes as seamlessly as possible.

• What does new "Register your rental property" guidance tell us?
• What are agents' key responsibilities?
• How does agent access work?
• What information can agents provide?
• What submission rules should agents be aware of?
• Which properties need registering?
• How to prepare: 5 steps every agency should follow

What does new “Register your rental property” guidance tell us?

On October 29, 2026, the government has published new guidance on the Private Rented Sector (PRS) Database, or "Register your rental property," as the service is now officially called.

The headline details haven't changed since September.

Private landlords in England must register themselves and every privately let property on the service. It's the landlord's legal responsibility to start each property registration and pay for it.

Landlords will register using a GOV.UK One Login, with a paper-based option for anyone without digital access. The service is rolling out region by region, starting with the West Midlands on December 15, 2026.

Each region gets a three-month registration window, and landlords can register properties before their region's window opens if they want to get ahead. The registration fee is £65 per property, per year. It isn't subject to VAT, and it's tax-deductible. There's no charge for the landlord registration itself, or for updating records.

However, there was a key development.

The guidance announced that, during the rollout, the first payment is pro-rated so landlords who register early aren't penalised.

In the government's own worked example, a landlord registering on December 15, 2026 would pay just £5.34, compared to a landlord registering in June 2027 paying £39.60. All of a landlord's properties then share a single renewal date, one year after their first registration.

What are agents' key responsibilities?

From the September announcement, we knew that agents can't register properties on a landlord's behalf, as the landlord must always start the process.

But once a property is registered and occupied, the landlord can choose to have their agent supply details about how it's let. This is voluntary on both sides.

The government is encouraging agents to talk to their landlords now about how they'll approach registration, before the service goes live.

How does agent access work?

When a landlord adds your agency's email address to a property, you'll receive a unique link for that property.

The first time you use it, you'll set a password, which you'll then need for every future update. Anyone in your agency with the link and password can update the registration, so different teams can look after different parts. That flexibility comes with a catch, though:

You can't reset the password yourself.

If you need a new one, the landlord will have to cancel the access link and send you a fresh one.

The guidance recommends planning how you'll store these links and passwords securely, which is worth thinking about early if you manage a large portfolio.

What information can agents provide?

Using the link the service sends, agents can provide:

• Licensing details, including any House in Multiple Occupation (HMO), additional or selective licences.
• Occupancy details, such as the number of tenants and households in the property.
• Furnishing status, whether the property is furnished, part-furnished or unfurnished.
• Rent details, including how much the rent is and any bills it includes.
• Compliance certificates, including the Gas Safety Certificate (where there's a gas supply), the Electrical Installation Condition Report (EICR) or Electrical Installation Certificate (EIC), and the Energy Performance Certificate (EPC), along with issue and expiry dates.

What submission rules should agents be aware of?

If you choose to submit information, you're responsible for the accuracy of what you provide. Landlords will be notified of anything you submit.

However, the landlord remains responsible for making sure the information is provided in the first place. Two 28-day rules apply here:

1. Completing the record - Outstanding information must be supplied within 28 days of the property being registered, even if the landlord has delegated this to their agent. If it isn't, the registration may become inactive and the landlord could be in breach of their legal duties. The service will send landlords a reminder during this period.
2. Keeping it up to date - Any change, such as a rent increase, a change in the number of occupants, or a renewed certificate, must be updated within 28 days. Agents can make these updates on the landlord's behalf using the same link.

Which properties need registering?

During the rollout, landlords only need to register properties that are currently let, or that become let during that period.

That will change.

In the future, landlords will need to register properties, including unoccupied ones, before they can be marketed or advertised. At that point, agents will need to confirm a landlord and property are registered before marketing it, and every advert will need to display both registration numbers:

• Landlord number - formatted L-XXXX-XXXX
• Rental property number - formatted P-XXXX-XXXX

No date has been set for this requirement yet. The government says it will update its guidance before it comes into force, so it's worth keeping an eye on.

How to prepare: 5 steps every agent should follow

Here's how to make complying with the new requirements as seamless as possible: 

1 - Talk to your landlords now

Agree roles and responsibilities with each landlord, and decide whether you'll supply information on their behalf. Ensure landlords know they must start every registration themselves - those based in the West Midlands only have until March 14, 2027.

2 - Get your data in order

Since you'll be responsible for the accuracy of anything you submit, check that tenancy details, rent figures, licences, and certificate dates are complete and current for each property you manage.

3 - Plan for the links

Decide how you'll securely store property links and passwords, and who in your team will need access to them.

4 - Build in time for the 28-day window

Links are only sent once a landlord registers a property, so you won't control when requests arrive. Having a process ready means you can respond quickly, rather than scrambling as a deadline approaches.

5 - Stay informed

Some questions remain open, including when the advertising requirement will start and what information may eventually become public. The landlord guidance confirms some details may be viewable to the public in future, so watch for updates.

Conclusion

The latest guidance doesn't change the fundamentals: registration is the landlord's legal duty, and the fee and timeline are as announced. What it does clarify is where agents fit in.

Taking on that role is optional, and it comes with responsibility for the accuracy of what you submit. But for agents who are prepared, it's a practical way to help landlords stay compliant through yet another stage of the Renters' Rights Act.

This blog is intended as a guide and the information contained therein is subject to change. For more information, visit the MHCLG guidance for letting agents and for landlords.