Guides · Last checked 27 Oct 2026 · England

The landlord register's 28-day rules, and how to stay on top of them

Under the draft PRS Database Regulations 2026, a landlord has 28 days to finish a property entry once it's started, 28 days to update an entry when anything on it changes (such as a new gas record, EICR or EPC), and must renew every 12 months. An unfinished or expired entry goes inactive, and letting without an active entry is a breach that can bring a penalty of up to £7,000.

The three clocks

These come from the draft Private Rented Sector Database Regulations 2026. Treat them as planned until GOV.UK confirms the final rules.

1. Finish what you start

You can create a property entry before every detail is to hand, but the rest must be added within 28 days. If the property is occupied, that includes the certificate details. Leave it longer and the entry goes inactive, which once your region's deadline has passed is the same as not being registered.

The simple fix: don't open the form until you have the gas record, EICR and EPC to hand, plus any licence numbers.

2. Update within 28 days of any change

The entry has to stay accurate. When a certificate is renewed, the rent changes or the occupiers change, update it within 28 days. New gas, electrical and EPC records are the clearest examples, because they come round on a timetable you already know.

3. Renew every 12 months

Registration isn't a one-off. Each entry lasts 12 months, and the fee is planned at £65 per property per year (the landlord entry itself is free). Put the renewal in your calendar the day you register.

The 28-day rules you already work to

Certificates already carry 28-day deadlines. The register adds one more, so a single new certificate now starts two jobs: the tenant's copy and the register update.

Where landlords slip

• Certificates spread across email, WhatsApp and a filing cabinet, so nobody notices a renewal has happened.
• Recording the date of the check but not the next due date.
• Assuming the register was updated because the PDF was filed.
• Starting a property entry without the documents ready, then letting the 28 days run out.

How to stay ahead

1. Keep every certificate for each property in one list with its next due date.
2. Treat each new gas record, EICR or EPC as two jobs: the tenant's copy, then the register update.
3. Don't start a property entry until the documents are ready.
4. Put the 12-month renewal in your calendar the day you register.
5. Check GOV.UK before relying on any planned date.

Certkept doesn't register you or connect to the government service. On Pro it reminds you to finish each entry within 28 days, to update it within 28 days of each new gas, electrical or EPC certificate, and to renew every year.