For landlords across Torbay and Teignbridge, the next major Renters’ Rights Act compliance step is moving closer: the mandatory Private Rented Sector (PRS) Database.
The Government’s current implementation roadmap confirms that the database will begin rolling out region by region from late 2026, with national coverage expected during 2027. The precise launch dates, registration process and annual fee have not yet been confirmed, but the direction is clear.
Once the database is live and mandatory in your area, landlords will need to register themselves and each private rented property before it can lawfully be marketed or let. Courts will also generally not grant possession to landlords who should have registered but have not done so.
For property owners in Torquay, Paignton, Brixham, Newton Abbot, Kingsteignton, Teignmouth, Dawlish and the surrounding areas, now is the right time to organise your records rather than wait for the registration window to open.
What is the PRS Database?
The PRS Database is being introduced as part of Phase Two of the Renters’ Rights Act 2025.
Its purpose is to bring together key information about landlords and rented properties in one national system. The database is intended to:
- Give local authorities better information about properties in the private rented sector.
- Help landlords demonstrate that they are meeting their legal obligations.
- Provide renters with useful information when considering a new tenancy.
- Support councils with enforcement activity.
- Create a clearer record of who is responsible for each rented property.
The Government has confirmed that registration will be mandatory for all private landlords once the database applies in their area. An annual fee will also be payable, although the amount has not yet been announced.
The official roadmap is available on GOV.UK. As the detailed regulations are still to come, some elements of the final registration process may change.
When will Torbay and Teignbridge landlords need to register?
The database is expected to be introduced through a regional rollout:
- Late 2026: Registration begins in selected regions.
- During 2027: Further regional rollout and expected national coverage.
- Later in Phase Two: The PRS Landlord Ombudsman is introduced.
- Expected in 2028: Compulsory membership of the landlord ombudsman scheme.
There is currently no confirmed date stating exactly when registration will become mandatory in Torbay or Teignbridge. “Late 2026” refers to the beginning of the rollout rather than a single national launch day.
Landlords should therefore avoid assuming that registration is already open, while also avoiding the risk of leaving preparations until the last minute. The safest approach is to have your property information and safety records ready before your local registration period begins.
What information will landlords need to register?
The final regulations will set out the precise requirements. However, the Government’s roadmap indicates that the minimum information is expected to include the following.
1. Landlord contact details
Landlords will need to provide relevant contact information, including details for all joint landlords.
This means checking that your records accurately reflect:
- Your full name and contact details.
- The names and contact details of joint owners.
- The correct correspondence address.
- Any changes to your personal or business details.
- The legal ownership structure where a property is held jointly or through a company.
If an agent manages your property, do not assume that they automatically hold every piece of ownership information required. Confirm what they have on file and whether anything needs updating.
2. Property details
A separate entry is expected for each PRS property. The information will include core details such as:
- Full property address.
- Property type, such as flat, maisonette or house.
- Number of bedrooms.
- Number of households or residents.
- Whether the property is occupied.
- Whether the property is furnished.
For landlords with several properties, this is where preparation will make the biggest difference. A portfolio may include homes bought at different times, with certificates stored in different places and details managed by different contractors or agents.
Create one clear record for every property rather than relying on a general folder for the whole portfolio.
3. Core safety and energy records
The database is expected to include safety information covering:
- Gas safety.
- Electrical safety.
- Energy performance.
In practical terms, landlords should prepare the relevant documents for each property:
- Current gas safety certificate, commonly referred to as a CP12.
- Valid Electrical Installation Condition Report, or EICR.
- Current Energy Performance Certificate, or EPC.
These records should be complete, legible and easy to retrieve. A note saying that a certificate exists is not the same as holding the certificate itself.
What happens if a property is not registered?
Once mandatory registration applies in your region, an unregistered property cannot lawfully be marketed or let.
That could affect landlords in several ways. You may be unable to advertise a new vacancy lawfully, and you may face difficulties if you need to demonstrate compliance to a local authority or the courts.
The Government’s plans also mean that courts will generally not grant possession to landlords who were required to register but failed to do so. This makes the database more than an administrative exercise. It is likely to become part of the wider compliance framework for operating a rental property.
The exact penalties and possession procedures will be set out in the regulations. Until then, landlords should treat registration as an important legal requirement rather than an optional database entry.
A practical PRS Database audit for your portfolio
A simple spreadsheet can identify most gaps quickly. Use one row per property and include columns for:
| Record to check | What to note |
|---|---|
| Property address | Full address and postcode |
| Ownership | All landlords or legal owner |
| Property type | Flat, house, bungalow or other |
| Bedrooms | Number of bedrooms |
| Occupancy | Occupied or vacant |
| Furnishing | Furnished, part-furnished or unfurnished |
| Gas safety | Certificate date and expiry/renewal date |
| EICR | Inspection date and next due date |
| EPC | Certificate rating and expiry date |
| Agent responsibility | Who holds the original document |
| Registration status | To be completed when registration opens |
Then check every property individually.
Gas safety
Gas safety checks are generally required every year where gas appliances or installations are present. Arrange renewals in good time and keep the completed certificate with the property file.
Electrical safety
An EICR is generally required at least every five years, although the report may specify remedial work or a shorter review period. Record both the inspection date and any follow-up actions.
Energy performance
An EPC is generally valid for ten years, but do not rely solely on the expiry date. If improvement works, alterations or changes to the property affect its energy performance, consider whether a new assessment is appropriate.
The most important point is to record actual dates and set reminders. A portfolio-wide reminder system is more reliable than trying to remember individual renewal dates.
Agree responsibilities with your letting agent
If you use a letting agent or property manager, agree in writing who is responsible for the PRS Database entry and the supporting documents.
Your written agreement should clarify:
- Who will register the landlord.
- Who will register each property.
- Who pays the annual database fee.
- Who checks that property details are accurate.
- Who stores the CP12, EICR and EPC.
- Who updates the database when information changes.
- Who monitors certificate renewals.
- How documents will be shared if the management arrangement ends.
Responsibility should never be left to assumption. Even where your agent completes the registration, the landlord remains responsible for ensuring that the information supplied is accurate and that legal obligations are met.
Good record keeping is also helpful beyond the database. It makes inspections, maintenance decisions, insurance queries and future property changes easier to manage.
How Butterworth Sales and Lettings can help
At Butterworth Sales and Lettings, we work with landlords across Torbay and Teignbridge, from coastal homes in Brixham and Torquay to rental properties in Paignton, Newton Abbot, Kingsteignton, Dawlish and the wider area.
We can help landlords:
- Review the compliance information held for each property.
- Identify missing or out-of-date certificates.
- Keep key records organised.
- Coordinate renewals and remedial works.
- Clarify responsibilities between landlord and agent.
- Maintain a clearer audit trail across the portfolio.
- Prepare for the PRS Database when registration opens.
Our investment in maintenance reporting software also helps keep property issues, actions and communications in one accessible record, supporting a more organised approach to ongoing management.
The PRS Database is not yet open, and the annual fee and final registration rules are still to be confirmed. However, landlords do not need to wait for the Government’s registration portal to begin preparing.
Start with one row per property, check every certificate, close any gaps and agree responsibilities with your agent. For landlords in Torbay and Teignbridge, that preparation should make the transition to mandatory registration considerably more straightforward.
For help reviewing your rental portfolio, visit our Landlord Centre or contact Butterworth Sales and Lettings.
This article provides general information based on the Government’s published Renters’ Rights Act implementation roadmap as available on 24 August 2026. The final PRS Database regulations, registration process, fee and commencement dates remain subject to publication and parliamentary approval.