Private Rented Sector Database and Ombudsman

What you need to know

• All private landlords in England must register both themselves and their properties on the new PRS Database.
• Landlords must also join the Ombudsman Scheme, even if they use a letting agent.
• The Ombudsman will provide tenants with a free, impartial route to resolve complaints, with decisions that are legally binding.
• Failure to register with either scheme may result in civil penalties, fines up to £5,000, and restrictions on serving possession notices.

The role of the ombudsman

• Tenants can complain about landlord actions, inactions, or behaviours that cause harm or inconvenience.

• The service can compel landlords to issue an apology or explanation, provide information or take remedial action and pay compensation.

• Landlords must comply with ombudsman decisions, which are legally binding under the new legislation.

• The service will be accessible online and by phone, with support for vulnerable tenants.

The role of the database

• Landlords will be able to access guidance and updates through a single, user-friendly platform.
• The database will be used to communicate changes in legal requirements and responsibilities.
• Tenants will be able to access essential information about landlords and property standards, including offence-related information.
• Local councils will gain better visibility of rental properties, helping them target enforcement more effectively.

Joining the database and ombudsman

• Membership will be mandatory for landlords with assured or regulated tenancies, and the PRS database requires landlords to register both themselves and each property they let.
• Landlords who use agents must still join, as they retain legal responsibility for tenant relations.
• The service will launch shortly after Royal Assent, when landlords will be given notice and a deadline by which to register.
• A small annual fee per property is expected, set to reflect the cost of running the service.

Failure to register on the PRS Database and ombudsman may lead to

•  A civil penalty issued by the local authority.
• Ineligibility to serve a valid possession notice under the new legal framework.
• Increased scrutiny and potential enforcement action for non-compliance with other housing standards.
• Inability to get a possession order, except if the ground under which possession is sought is ground 7A or ground 14 (tenant anti-social behaviour).
• A fine of up to £5,000.
• Legal action for operating outside the requirements of the Renters’ Rights Bill.
• Loss of access to the ombudsman’s dispute resolution services, increasing the risk of unresolved tenant complaints escalating to court.

To comply with the new rules

• Register yourself and your properties with the PRS Database once the system goes live, ensure both you and each of your properties are registered.
• Join the ombudsman scheme, even if you use a letting agent.
• Use the ombudsman information service and consult your letting agent to
• keep up to date with legal responsibilities and sector updates.
• Keep documentation of registration, tenancy agreements, and any tenant communications to support compliance.