Winter compliance health check for landlords: Preparing for winter and what's ahead
As winter approaches, landlords are often focused on seasonal maintenance, making sure heating systems are working, gutters are clear and properties are ready for colder weather. But with significant regulatory change on the horizon, this year's winter checks should go beyond bricks and mortar.
From the launch of the new Private Rented Sector (PRS) Database in December to the ongoing implementation of the Renters' Rights Act, landlords face increasing expectations around record keeping, compliance and property standards.
1. Check your deposit protection records
While deposit protection is an established requirement, it's worth remembering that deposits often become the focus of scrutiny when tenancies end, particularly where documentation is incomplete or difficult to locate.
Before the festive period, take the opportunity to review whether records are accurate and easily accessible. This includes:
- Deposit protection certificates
- Tenancy agreements
- Evidence that prescribed information was served
- Check-in reports and inventories
- Records of any agreed property improvements or tenant permissions
- Correspondence relating to the deposit throughout the tenancy
A well-organised audit trail can make it much easier to evidence deductions and resolve disputes should questions arise at the end of a tenancy.
2. Prepare for the PRS Database
One of the most significant changes facing landlords is the launch of the new Private Rented Sector (PRS) Database, now branded by the government as the 'Register your rental property' service. Registration opens on 15 December 2026, with landlords in England required to register both themselves and their rental properties as part of a phased national rollout under the Renters' Rights Act.
The government's intention is to create a clearer picture of who owns and manages rental properties and whether legal obligations are being met.
The government has confirmed landlords will need to provide:
- Verified landlord identity and contact details
- Property addresses and key property information
- Details of any letting agent acting on their behalf
- Tenancy information
- Compliance documentation, including gas safety and electrical inspection records
Importantly, registration will not be a one-off exercise. Information will need to be kept up to date, and local authorities will be able to use the database to monitor compliance. Landlords who fail to register or allow registrations to lapse could face civil penalties of up to £7,000.
The new database reinforces the growing importance of accurate, accessible tenancy records.
3. Use property inspections to prevent winter issues
With damp and mould remaining a major focus for both landlords and regulators, a pre-winter inspection is a valuable opportunity to identify potential issues before they escalate.
Use inspections to assess the property's condition and discuss common winter risks with tenants. Pay particular attention to:
- Signs of damp, mould or condensation
- Ventilation in kitchens and bathrooms
- Heating performance throughout the property
- Window seals and extractor fans
- Any outstanding maintenance concerns
- Tenant awareness of how and when to report issues
Photographs and inspection notes can provide valuable evidence should a dispute arise later, while discussions around ventilation, drying clothes indoors, heating use and protecting pipework during freezing temperatures can help prevent problems developing in the first place.
Resources such as the mydeposits tenant guides on damp, mould and condensation can support these conversations and encourage early reporting of potential issues.
4. Review safety and energy efficiency requirements
Finally, take the opportunity to review both current obligations and areas likely to remain in focus as housing regulation continues to evolve.
As a minimum, landlords should confirm that:
- Gas safety certificates remain valid
- Electrical safety requirements have been met
- Smoke and carbon monoxide alarms are installed and functioning correctly
- EPC documentation is current and readily available
With energy efficiency remaining high on the sector agenda, landlords should make sure EPC records are up to date and understand how their properties may perform against future standards.
Final thoughts
This winter presents a valuable opportunity to look beyond seasonal maintenance and prepare for the changes ahead. With the PRS Database launching in December and the Renters' Rights Act continuing to reshape the sector, landlords who keep accurate records, maintain regular inspections and engage proactively with tenants will be best placed to navigate the year ahead.
While much of the focus around compliance is often on new regulations, the fundamentals remain the same, good record keeping, effective communication and proactive property management.
A few hours spent reviewing your compliance this winter could prevent bigger problems later. That's time well spent for any landlord looking to protect their properties, support their tenants and stay ahead of regulatory change.
