The Documents You Need to Register Each Property

To register a property on the PRS database you need the address, bedroom count and rental status, a correspondence address in England or Wales, tenancy details including rent, any HMO or selective licence, and three certificates: a gas safety certificate (where there is gas), an EICR or EIC, and a valid EPC, each with issue and expiry dates.

Last updated: 2 November 2026. Applies to England unless stated.

Most of the effort in registering goes into the property records, not your own details. This guide lists what GOV.UK says the Register your rental property service asks for, in a checklist you can work through property by property. For the full process, see our step-by-step registration guide.

What you need to register yourself

Landlord registration comes first and is free. You will need a GOV.UK One Login account.

Individual landlords

• Full name
• Date of birth
• Residential address
• Phone number
• Email address

Companies and other organisations

• Organisation details and legal entity type
• A named contact
• Companies House number and charity commission number, where applicable
• Details of directors or trustees if there is no Companies House number
• For LLPs and Scottish partnerships, details of all partners

Members of an English business partnership register as individuals. Joint landlords each need their own landlord registration.

What you need to register each property

The property stage has two parts. Some details are needed to create the registration and pay the fee. The tenancy and safety information can follow within 28 days.

Per-property registration checklist

The split between details needed at registration and within 28 days follows GOV.UK guidance and may change when the service opens.

If required information is still missing after 28 days, the property registration can be deactivated. An inactive registration may breach the duty to hold an active entry for a let property, so treat the 28 days as a hard deadline.

The three certificates in detail

Housing Hub guidance confirms that registration involves uploading gas, electrical and energy performance certificates. Each one has its own legal rules that sit outside the database, and registration makes any gap visible.

Gas safety certificate

Where a property has a gas supply, a Gas Safe registered engineer must carry out a gas safety check every year, and tenants must receive a copy of the record. Upload the current record and note its expiry. If there is no gas supply, you do not need one. Our gas and electrical safety guide covers the full duties.

Electrical Installation Condition Report (EICR) or EIC

In England, the electrical installation must be inspected and tested at least every five years. The service accepts an EICR or an Electrical Installation Certificate. If the EICR identified remedial work, make sure it has been done and you hold confirmation, before you rely on the report.

Energy Performance Certificate (EPC)

Let properties need a valid EPC, and the current minimum rating for most private lets is E. The government plans to raise this to C by 1 October 2030. Our EPC guide for landlords explains the rules and the coming changes.

Where to find each document

If your agent arranges safety checks, ask them for digital copies of every current certificate now. You will need them whether you upload them yourself or the agent does it through the property link.

Organising documents across a portfolio

For one property, a folder of PDFs is enough. Across five or fifty, the problem is not finding a certificate but knowing which ones expire during your registration window and which have changed since you registered.

Name files consistently, using the property address, document type and expiry date. Keep one register listing every property, its region, deadline, certificates and expiry dates. That register becomes your registration worksheet, and after registration it tells you when the 28-day update rule will be triggered.

Common document problems to fix now

• Expired or soon-to-expire certificates. Book renewals before your regional window, not after.
• Missing EICR remedial evidence. An unsatisfactory report without proof of remedial work is a compliance gap in its own right.
• Rent figures that do not match the tenancy. If rent changed through a section 13 notice, use the current figure.
• Unclear licence position. Check with the council whether additional or selective licensing applies in the property’s area.
• Old tenancy paperwork. Since 1 May 2026, tenancies in England are assured periodic tenancies. Registration asks for tenancy details, so check the agreement reflects the current law.

The RRA Compliance Checker audits tenancy agreements and compliance documents, identifies missing clauses, flags legal risks and produces a remediation report. New users can run one free RRA Compliance Checker audit following registration. Further audits require membership.

Can my agent provide the documents?

Yes, once you have started the registration. After you register a property and receive its number, you can give your agent a unique link. They can then supply licence details, tenant and household numbers, furnishing, rent, bills and the three certificates with issue and expiry dates.

The agent is responsible for the accuracy of what they submit, and you are notified of every submission. You remain responsible for making sure the information is provided within 28 days.

Keeping documents up to date after registration

You must update your registration within 28 days of any change, including a replaced certificate, a change of rent or a change in the number of occupants. Updates are free.

In practice, that means every annual gas check and every new EICR or EPC triggers a database update. Build it into the same task as booking the engineer.

Not sure when your region opens? Check the PRS database deadlines by region. For the wider picture, see our landlord registration guide.

This guide is general information, not legal advice.