Landlord checklist under the Renters' Rights Act: database, deposits and the Information Sheet
Short answer: If you let property in England, you have three jobs under the Renters' Rights Act 2025. First, make sure every tenant has the government Information Sheet (the deadline for existing tenancies was 31 May 2026). Second, protect each deposit in an approved scheme and give the tenant the prescribed information within 30 days. Third, register yourself and each property on the new Private Rented Sector (PRS) database, at £65 per property per year, in good time for your region's deadline (London: 15 July to 14 October 2027).
Key takeaways
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1. The Information Sheet and written tenancy information
GOV.UK says that for tenancies that began before 1 May 2026 with a written agreement, landlords had to give tenants the government's Information Sheet by 31 May 2026. You do not need to reissue the tenancy agreement. If a tenancy is wholly verbal, you needed to give a written statement of the main terms by the same date (GOV.UK overview; landlord guidance).
For new tenancies starting on or after 1 May 2026, you must give the required tenancy information in writing before the tenant signs or the tenancy is otherwise agreed. Most landlords do this inside the tenancy agreement.
If you missed the deadline: the National Residential Landlords Association (NRLA) advises serving the document late, giving each tenant the document itself rather than a link, checking whether your tenancy agreement allows service by email, and keeping evidence of delivery. It also reports possible council penalties of up to £7,000 for a first failure and up to £40,000 if the failure continues (NRLA). That penalty detail comes from a trade body, so treat it as guidance to check rather than settled law. The GOV.UK pages we reviewed give the £7,000 and £40,000 bands for non-compliance generally, not for this document specifically.
2. Deposits, holding deposits and rent in advance
Cap: five weeks' rent where annual rent is under £50,000, six weeks' rent where it is £50,000 to £100,000 (GOV.UK).
Holding deposit: capped at one week's rent, one per tenancy, and normally held for 15 calendar days unless agreed otherwise in writing. Once the tenancy starts it becomes a deposit and must be protected.
Protect within 30 days of receiving it, in a government-approved scheme: Deposit Protection Service, MyDeposits or Tenancy Deposit Scheme (GOV.UK). This applies even if a third party, such as a parent, paid it.
Give the prescribed information within 30 days: property address, amount, how it is protected, the scheme and its dispute service, your or your agent's details, any third-party payer, reasons you might make deductions, and how to get the deposit back or resolve a dispute (GOV.UK).
Return the deposit within 10 days of agreeing the amount with the tenant.
Rent in advance: since 1 May 2026 you cannot ask for or accept rent before the tenancy agreement is signed. After signing and before the tenancy starts you may require up to one month's rent. Councils can require repayment and impose a civil penalty of up to £5,000 (GOV.UK guide).
What goes wrong if you get it wrong: a court can order you to repay up to three times the deposit, and may decide the tenant does not have to leave when the tenancy ends (GOV.UK). GOV.UK also says a court will grant a possession order only if the deposit was protected with the required information given, was returned, or any tenant challenge has been resolved (overview).
3. The PRS database: dates, fee and what you will need
The "Register your rental property" service rolls out region by region from 15 December 2026. Your deadline depends on where the property is, not where you live. The fee is £65 per property, paid annually, and is pro-rated during rollout (Housing Hub).
Region | Registration opens | Final deadline |
West Midlands | 15 December 2026 | 14 March 2027 |
East of England | 15 January 2027 | 14 April 2027 |
East Midlands | 15 February 2027 | 14 May 2027 |
South East | 15 March 2027 | 14 June 2027 |
Yorkshire and Humber | 15 April 2027 | 14 July 2027 |
North West | 15 May 2027 | 14 August 2027 |
North East | 15 June 2027 | 14 September 2027 |
London | 15 July 2027 | 14 October 2027 |
South West | 15 August 2027 | 14 November 2027 |
What to have ready:
Your name, date of birth, address, phone and email. Companies and charities also need entity type, Companies House or charity number, and details of directors or trustees.
Property address, ownership type, property type, bedrooms, whether it is let, and details of any freeholder, superior landlord or property manager.
Number of occupants and households, any HMO or other licence details, furnishing status, rent amount and frequency, and whether utilities are included.
Gas safety record and issue date, electrical report (EICR or EIC) and expiry date, EPC details and any MEES exemption.
You must start the registration yourself. An agent can upload some information, but you stay responsible for it being complete and correct.
Consequences: GOV.UK's guide says a council can impose a civil penalty of up to £7,000 for letting or advertising an unregistered property, and up to £40,000 or prosecution for repeated or serious breaches such as fraudulent information. A landlord in breach cannot obtain a possession order, other than under ground 7A or ground 14 (anti-social behaviour) (GOV.UK guide). Registration is also expected to become a requirement before marketing a vacant property, with further guidance to follow (Housing Hub). Charities, social enterprises and companies that let property should note the organisation-level details above. If your structure is unclear, see our page on charity law and social enterprises
4. Other duties to diarise
Adverts: show an asking price, and do not encourage or accept bids above it.
No blanket bans: you cannot refuse tenants because they receive benefits or have children.
Pets: consider a tenant's request within 28 days and give a valid reason if you refuse.
Rent increases: once a year, by Form 4A, with at least two months' notice. See our guide to rent increases in England and to ending a tenancy.
Possession: use a section 8 notice with a valid ground. Selling or moving in cannot be used in the first 12 months of a tenancy.
Safety records: give tenants copies of the gas safety record (normally every 12 months) and electrical report (at least every five years).
Still to come: a mandatory PRS Landlord Ombudsman (landlord membership is expected in 2028), a Decent Homes Standard and an extension of Awaab's Law, with dates still to be settled (GOV.UK roadmap).
5. One-page landlord checklist
Task | When | Where to check |
Information Sheet (or written terms if verbal) given to every existing tenant, with proof | Overdue: do now | GOV.UK landlord guidance |
Written tenancy information given before signing any new tenancy | Every new letting | GOV.UK overview |
Deposit within 5/6-week cap; holding deposit within one week | Before taking money | GOV.UK fees guidance |
Deposit protected and prescribed information served | Within 30 days | GOV.UK deposit pages |
No rent taken before signing; max one month before start | Every new letting | GOV.UK guide |
Register on PRS database (£65 per property) | Region deadline; London 14 Oct 2027 | Housing Hub / GOV.UK |
Gas, electrical and EPC records current and uploadable | Before registering | Your records |
Review guarantor agreements made before 1 May 2026 | Now | GOV.UK fees guidance |
Need help with tenancy documents, a possession notice or a dispute? Our consultation is a fixed £150. See fees and pricing, request a call, or contact us. We cover a range of matters under other practice areas. Themis Crown Advocates Limited is based at 124-128 City Road, London EC1V 2NX and is regulated by the Solicitors Regulation Authority (SRA ID 8008980).
Frequently asked questions
Do I still have to give my tenants the Information Sheet if I missed the 31 May 2026 deadline?
Yes. The deadline has passed, but the duty has not gone away. GOV.UK set 31 May 2026 for giving existing tenants the Information Sheet (or, for wholly verbal tenancies, a written statement of the main terms). The sensible step is to serve it now, keep proof of delivery, and take advice if a possession case is pending. The National Residential Landlords Association says serving late may help you avoid penalties, but that point is not confirmed in the GOV.UK pages we checked.
How much is the landlord database fee, and when must I register in London?
GOV.UK says the fee is £65 per property per year. London opens for registration on 15 July 2027 and the final deadline is 14 October 2027. The deadline depends on where the property is, not where you live. West Midlands is first, opening on 15 December 2026.
What is the maximum tenancy deposit I can take?
Under the Tenant Fees Act 2019 rules set out on GOV.UK, the cap is five weeks' rent where annual rent is under £50,000 and six weeks' rent where it is between £50,000 and £100,000. The deposit must be protected in a government-approved scheme within 30 days of receiving it. A holding deposit is capped at one week's rent.
What happens if I do not protect a deposit or register on the database?
A court can order you to repay up to three times the deposit if it was not protected, and you may be blocked from getting a possession order. For the database, GOV.UK's guide says councils can impose a civil penalty of up to £7,000 for letting or advertising an unregistered property, and up to £40,000 or prosecution for repeated or serious breaches. A landlord in breach of the registration duty cannot obtain a possession order, apart from under ground 7A or ground 14 (anti-social behaviour).
Sources
Disclaimer
This article is general information for landlords in England and is not legal advice. The law and government guidance are changing quickly, and the facts of your tenancy matter. Wales, Scotland and Northern Ireland have different rules. Speak to a qualified solicitor before relying on it. Information is current as at 6 November 2026.
