Preparing for the landlord database – what documents should you have ready?

Starting in the West Midlands as part of the next phase of the Renters’ Rights Act 2025. Landlords must register both themselves and their rental properties, sharing important information and making it easier for local authorities to keep track of any issues.  

There’s now a confirmed cost too: landlords will pay a £65 annual registration fee per property, renewed each year. The service rolls out region by region – for example, West Midlands landlords must register by the 14th of March 2027, while London landlords have until the 14th of October 2027, with a 3-month window to register once your region’s start date arrives.

While the details might evolve closer to the database’s launch, here are the documents you’re likely to need.      

• Safety certificates including the Gas Safety record where applicable, Electrical Installation Condition Report (EICR), and Energy Performance Certificate (EPC)

• Deposit protection records including the prescribed information
• Licensing requirements including selective, additional or HMO licences where applicable
• Wider compliance documents including tenancy paperwork and repair records

The database will also require you to enter:

• Your landlord details including relevant information for joint landlords
• The full property address exactly as used in official records
• The property type, number of bedrooms, and occupancy and furnishing status
• Rent information including the rent charged, how often it’s paid, and whether the rent includes any utility bills
• Management arrangements if a letting agent is involved

If you use a letting agent, you’ll still need to start the registration process yourself – though the government has confirmed your agent will be able to submit certain information on your behalf. You’ll remain responsible for making sure everything required is provided.

Although the database won’t be live in most areas until the 15th of December 2026 at the earliest, we recommend organising your documents in advance so you’re ready to join up. Following the rules of this mandatory government scheme will be a condition of marketing and letting out your properties.

More specifically, landlords who fail to comply cannot serve a valid Section 8 possession notice, cannot instruct a letting agent, and cannot renew an HMO licence.

Non-compliance could land you with financial costs, too. Local councils can issue civil penalties of up to £7,000 for a single breach and an eye-watering £40,000 if you enter false or misleading information into the database or continue to let out a property without an active database entry.

What’s more, landlords will be responsible for updating the database over the years. Good record-keeping and proactive compliance will therefore form a crucial part of running your business.

Final thoughts

Are you unsure whether your property records are database-ready? Talk to your local Winkworth lettings team for guidance on preparing your portfolio for the next phase of rental reform. And keep an eye on the Winkworth blog for further advice on upcoming changes.