The Renters’ Rights Act 2025 has already changed major parts of private renting in England, including Section 21, possession grounds, rent increases, pet requests, rental bidding and discrimination rules.
But the Act is not finished.
Some of the biggest changes are still to come. Two of the most important are the new Private Rented Sector Database and the future Landlord Ombudsman.
For landlords, these reforms point in one clear direction: private renting is becoming more transparent, more accountable and more record-driven.
Why this matters
The first phase of the Renters’ Rights Act changed the tenancy relationship between landlords and tenants.
The next phase is about the wider structure around private renting.
The PRS Database and Landlord Ombudsman are designed to make information easier to access, make landlord responsibilities clearer and give tenants a more formal route for complaints.
For landlords, this means property records, compliance documents and communication history are likely to become even more important.
What is the PRS Database?
The Private Rented Sector Database is expected to become a national register of private rented properties and landlords.
The aim is to bring key information together in one place for landlords, tenants and local authorities.
Although the final details will depend on regulations and guidance, the database is expected to help:
- landlords understand their responsibilities;
- tenants identify key information about a property;
- councils target enforcement more effectively;
- improve transparency across the private rented sector;
- create a clearer picture of rented housing in England.
This is a major shift. For many landlords, compliance has historically been spread across different documents, emails, certificates, agents and local authority records. The database points towards a more centralised system.
When is the PRS Database expected?
The Government’s implementation roadmap indicates that the PRS Database is expected in the second phase of the Renters’ Rights Act reforms, beginning from late 2026.
This does not necessarily mean every landlord will be brought into the system on the same day. A phased or regional rollout is expected, with more detail to follow as the regulations and guidance are developed.
Landlords should therefore treat the database as a coming requirement rather than something to ignore until the last minute.
What might landlords need to register?
The precise requirements are still subject to final rules, but landlords should expect the database to require key information about the landlord and the rental property.
This may include information such as:
- landlord details;
- property address;
- tenancy information;
- property ownership or management details;
- safety documents;
- licensing status;
- energy performance information;
- other compliance documents.
Landlords should not wait for the final launch to get organised. The sensible approach is to start building a clear property file now.
Why records will matter
The database is likely to make poor record-keeping more visible.
Landlords may need to show that each property has the right documents, that key duties have been met and that information is accurate.
A landlord should be able to locate important documents quickly, including:
- gas safety records;
- electrical safety reports;
- EPCs;
- tenancy agreements or written tenancy information;
- deposit protection documents;
- prescribed information;
- HMO or selective licence documents where relevant;
- smoke and carbon monoxide alarm records;
- repair records;
- inspection notes;
- complaints and responses.
This does not mean landlords need complicated systems. But they do need organised records.
What happens if landlords do not comply?
The database is expected to become a legal requirement once fully introduced.
That means landlords may face penalties if they fail to register, fail to provide required information, or market and let properties without meeting the registration requirements.
The exact enforcement detail will depend on the final rules, but the direction is clear. The database is not intended to be optional.
Landlords who currently rely on informal records, old documents or incomplete compliance files may find the transition harder.
What is the Landlord Ombudsman?
The future Landlord Ombudsman is expected to give tenants a clearer route to raise complaints against private landlords.
At present, disputes between tenants and landlords can end up being handled through informal negotiation, deposit schemes, local councils, solicitors, court proceedings or other complaint routes depending on the issue.
The Ombudsman is intended to create a more structured redress system for the private rented sector.
For landlords, this means complaint handling will become more important.
Why the Ombudsman matters
A Landlord Ombudsman could change how disputes are assessed.
Instead of a complaint simply becoming a disagreement between landlord and tenant, there may be a formal process that looks at what happened, what was reported, how the landlord responded and whether the outcome was reasonable.
This makes evidence vital.
Landlords should keep clear records of:
- repair requests;
- dates issues were reported;
- inspection notes;
- contractor instructions;
- photographs;
- tenant correspondence;
- complaint responses;
- reasons for decisions;
- works completed;
- delays and explanations;
- follow-up action.
A landlord who can show a clear timeline will usually be in a stronger position than one relying on memory.
Repairs and complaints
The Ombudsman will be particularly relevant where tenants complain about repairs, communication, property condition or the landlord’s handling of a problem.
Common issues may include:
- damp and mould;
- heating failures;
- leaks;
- delays in repairs;
- poor communication;
- disputed access arrangements;
- repeat complaints;
- complaints about agents or contractors;
- disagreements over responsibility.
Landlords should make sure complaints are handled professionally and recorded properly.
A short, factual record can make a significant difference later.
Agents will matter too
Many landlords use letting agents to manage day-to-day communication, rent collection, inspections, repairs and tenant complaints.
That does not mean landlords can ignore the process.
If an agent is handling complaints or repairs, landlords should understand:
- how complaints are recorded;
- how quickly tenants are answered;
- how repair requests are logged;
- how contractors are instructed;
- how evidence is stored;
- whether the landlord receives updates;
- whether unresolved issues are escalated.
The future Ombudsman regime is likely to make agent oversight more important.
Awaab’s Law and Decent Homes are also still ahead
The PRS Database and Landlord Ombudsman are not the only future reforms.
Further changes are expected around Awaab’s Law and a Decent Homes Standard for the private rented sector.
These reforms are likely to increase pressure on landlords to respond quickly to serious hazards and maintain properties to a clearer minimum standard.
That means the future of private renting is not just about tenancy paperwork. It is also about property condition.
Landlords should pay particular attention to:
- damp;
- mould;
- excess cold;
- unsafe electrics;
- fire safety;
- leaks;
- structural hazards;
- poor ventilation;
- inadequate heating;
- sanitation issues.
Why landlords should prepare early
Some landlords may wait until the database and Ombudsman are fully launched before taking action.
That could be a mistake.
The preparation needed is not just about filling in a future online form. It is about making sure each rental property has a clear compliance file, accurate records and a reliable system for handling tenant issues.
Landlords should start by asking:
- Do I know where every key document is?
- Are my safety records current?
- Are my tenancy records complete?
- Are repair requests logged properly?
- Are complaints recorded clearly?
- Do I have evidence of action taken?
- Is my agent using proper systems?
- Are property details accurate and up to date?
If the answer to any of these questions is no, now is the time to tidy the records.
Practical checklist for landlords
Landlords should consider preparing by:
- creating a compliance file for each property;
- checking gas safety records;
- checking electrical safety reports;
- checking EPCs;
- reviewing deposit protection documents;
- checking licence requirements;
- keeping repair logs;
- recording tenant complaints;
- keeping evidence of responses;
- reviewing agent procedures;
- updating landlord and property details;
- keeping documents easy to access;
- monitoring future guidance on the database and Ombudsman.
The key takeaway
The Renters’ Rights Act is not just changing individual tenancy rules. It is changing the structure of private renting.
The PRS Database is expected to make landlord and property information more visible. The Landlord Ombudsman is expected to create a clearer route for tenant complaints. Future reforms around property condition will add further pressure to keep homes safe, decent and properly managed.
For landlords, the direction is clear.
The private rented sector is moving away from informal management and towards clearer records, stronger accountability and more transparent systems.
The landlords who prepare early will be in a better position when the next phase arrives.
NetRent does not provide legal advice. This article represents our understanding of rental property law at the time of writing.
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