Database and Ombudsman: What Landlords Need to Prepare Now for Rollout From Late 2026 and Mandatory Membership in 2028
The private sector is facing its biggest overhaul in decades. With the Renter’s Rights Act 2025 now confirmed, landlords will have to tackle a new wave of requirements, most notably, a national landlord database and mandatory ombudsman scheme. Although full implementation won’t arrive until 2026-2028, the groundwork begins much sooner, and preparation is essential.
In this article, we’ll cover what the new system means in practice, key dates to watch, and steps landlords can take now to stay compliant as the transition unfolds. Read on to find out more.
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The Renters’ Rights Act 2025: Core Aims for Renters and the Private Rented Sector
The new Renters’ Rights Act 2025 aims to make life easier for tenants and redress the imbalance that many felt tipped the scales in favour of landlords in the private rental sector.
Changes are intended to make private rental more fair and transparent. The reforms include measures such as the abolition of no-fault evictions and a restriction on rent increases to one per year.
There’s also a default position for any tenant to request permission to keep a pet, which can’t be refused unless there are valid grounds.
Such changes require a period of transition. In November 2025, the government announced its timeline for implementing the new Act over the next two years.
Phase 1: Timeline and Immediate Impacts
The legislation will be introduced in three phases; however, before this begins, local councils will gain the new powers they need to investigate potential statutory breaches and offences. These start on 27th December 2025.
The new powers include the right to inspect properties, obtain information from landlords, and demand access to third-party data.
The first phase implements the new tenancy regime, which applies to new and existing tenancies and comes into force on 1st May 2026.
On 1st May 2026, assured shorthold tenancies (ASTs) will automatically convert into periodic tenancies, with each rent period not exceeding 1 month.
These arrangements allow tenants to stay in their properties as long as they wish, ending their tenancy by providing two months’ notice or being compelled to leave under a Section 8 notice.
There are also new rules on rent increases and notice requirements. Rent increases can only be made once every twelve months. There is also a cap on advance rent payments, which are limited to no more than one month’s rent.
This first phase also sees the abolition of no-fault (Section 21) evictions. However, landlords will find it easier to evict tenants who commit anti-social behaviour or who are in persistent arrears under revised terms for Section 8 notices.
It will become illegal to discriminate against renters with pets, renters with children, or those on benefits. This includes refusing information on a property and preventing someone from viewing it, as well as a refusal to grant a tenancy.
From 1 May 2026, the local council or local housing authority (LHA) will enforce these new provisions, based on their strengthened powers.
Phase 2: PRS Database and PRS Landlord Ombudsman
In late 2026, the government plans to commence the regional rollout of a new Private Rental Sector (PRS) database, as established under the Renters’ Rights Act 2025. This database will require all residential landlords to register both themselves and their properties, with an annual fee applicable for registration..
The database will contain detailed information about landlords and their properties, including contact details, property address, type, number of bedrooms, whether the property is furnished, and its occupancy status.
Additionally, it will store safety-related information such as Energy Performance Certificates (EPCs) and gas and electric safety certificates. Both landlords and properties must be registered to market a property for letting, and advertisements must include the registration numbers of the landlord and the property.
Once landlord registration is complete, the public will be allowed access.
A new PRS Landlord Ombudsman service will be introduced to handle tenancy complaints and prevent the cost and delay of going to court. The service will also provide guidance and tools to landlords on how to handle complaints.
The Ombudsman scheme is mandatory and will be funded by landlords, with the exact cost yet to be confirmed. The implementation of the scheme follows the rollout of the database, and the government anticipates it will be ready for use by 2028.
Phase 3: Decent Homes Standard and MEES
Phase 3 introduces a modernised Decent Homes Standard, establishing a minimum standard of housing across the entire private rental sector.
Whilst the introduction of the standard is anticipated in late 2026, full compliance isn’t anticipated until 2035-2037. The government has yet to confirm this timeline. Local councils will have enforcement powers to ensure PRS properties meet the new standards.
MEES (Minimum Energy Efficiency Standards) were introduced in April 2018 to improve the energy performance of buildings. MEES regulations prohibit landlords from letting properties with an Energy Performance Certificate (EPC) rating below E unless a valid exemption is in place.
The government has proposed increasing the MEES requirement to an EPC Band C or equivalent for all privately rented properties in England and Wales by 2030. This proposal is part of the government’s broader strategy to decarbonise the housing sector and meet national net zero targets by 2050. Homes already rated A-C before the introduction of new EPCs will be considered compliant until their existing EPC expiresPractical Next Steps for Landlords: Preparation and Compliance
The government is introducing the new legislation in phases to allow landlords time to prepare and comply. There are changes across numerous aspects of the private rental sector—no landlord will be unaffected by this Act.
There is plenty of specialist advice available online. The government anticipates issuing guidance before each phase to help landlords understand and prepare.
Guidance, Funding, and Support for Stakeholders
As part of the government’s roadmap for the new legislation, guidance and support are available for stakeholders, designed to help agents, property businesses, and landlords comply.
Local councils and LHAs will receive just over £18 million to support their new enforcement powers, and the government has published detailed guidance specifically for them.
Frequently Asked Questions
What Is the New Landlord Database?
The new landlord database is part of the reforms under the Renter’s Rights Act 2025. The law requires all landlords to register their details and their properties. Access will be available to the public and local councils to assist with compliance and enforcement as needed.
What Is the New Legislation for Landlords in 2026?
The Renter’s Rights Act received Royal Assent in 2025 but won’t come into force until 2026, allowing changes to be phased in gradually and providing landlords with time to prepare. The first phase takes effect on 1st May 2026, and encompasses significant changes to tenancy types, rental obligations, and the basis for issuing eviction notices.
For Whom Will Joining the New Ombudsman Service Be Mandatory?
The new Private Rented Sector Ombudsman service is mandatory for landlords who market properties for rent. Landlords must provide their details and information about their rental properties. Only tenants can complain to the ombudsman service, and landlords must abide by its decision.
Contact Helix Law for Legal Support and Advice
The clock is ticking. A significant raft of changes is set to come into force on 1st May 2026, and landlords must be prepared.
The experienced property litigation team at Helix Law can help landlords navigate this new landscape and ensure compliance with relevant regulations. We offer comprehensive tenancy reviews, whether you have one property or a portfolio of properties. Contact the experts today for a free and informal steer if you have any concerns
