At Green Door, we want to ensure that any prospective Tenant is fully aware of the requirements connected with renting a residential property before they enter into a Tenancy Agreement. In most instances, Green Door handle all aspects of managing the tenancy as set out below but there are occasions where a Landlord manages their own property and tenancy. In these instances, the procedures may differ from those stated.
Once you have viewed a property and you wish to put forward an offer, this should include the following information:
Monthly rent amount
Proposed start date of tenancy
Details of who will be living at the property
Whether you have any pets – if so what type of pet and breed is helpful for the landlord to know
Any special conditions you would like, for example redecoration of the bedrooms, grass to be cut
Green Door will then put your offer to the landlord. They may agree it straight away, if not Green Door will come back to you with any re-negotiation.
Once the offer is agreed, a Holding Money payment will be requested which is set at the equivalent of one week’s rent. The Holding Money will be put towards the first payment of rent as long as satisfactory references are provided and agreed with the landlord,.
The Holding Money will be retained by Green Door to pay all reasonable costs incurred by the Landlord and Green Door, if false information is provided, you fail to act reasonably in entering into the Tenancy Agreement, you fail Right to Rent checks, or you withdraw from the tenancy.
Right to Rent Checks
It is a legal requirement for all residents of a property who are aged 18 or over to prove they have the right to rent. In order for this to be done, two original forms of identification are required. The first is a copy of your passport, the second is a document to show your current address.
If you are a resident of a country outside the UK, the European Economic Area (EEA) or Switzerland you must also show your permanent residence card, or travel document showing indefinite leave to remain, a Home Office immigration status document, a certificate of registration or naturalisation as a British citizen.
Acceptable proof of address documents are a copy of a utility bill, bank statement or credit card statement showing your current address. It must be no more than 3 months old. An annual water bill or Council Tax bill dated within the current financial year is acceptable.
Green Door use an independent referencing company to carry out the reference checks and verify that the personal and employment references and credit checks are in order. You will be required to complete and submit an online form providing details such as your address history for the last 3 years, the details of a referee who is able to verify your employment status and income and, if you have rented a property previously, details of a referee who is able to confirm the details of that rental.
Payment of Initial Rent and Deposit
The following must be paid, in cleared funds, before occupation of the property will be permitted:
(a) One month’s rent in advance (less the Holding Deposit already paid);
(b) The Security Deposit which is equivalent to five week’s rent, or six week’s rent if the annual rent is over £50k. This will be held in a government approved deposit scheme for the duration of the tenancy.
A security deposit is payable by you to provide some protection to the Landlord against the risk of any dilapidations to the property or contents which occur as a result of the tenancy. The Landlord is only entitled to compensation when there is a lack of care or damage beyond fair wear and tear to the Landlord’s property, where there is rent arrears or when additional cleaning is necessary in order to return it to the original condition.
For properties that are managed by Green Door deposits will be held by a Government approved scheme.
The deposit will remain in the same scheme throughout the tenancy. At the end of the tenancy, upon agreement from both Landlord and Tenant, the deposit will be returned to the Tenant, subject to any charges being made for dilapidations.
Should a dispute arise over a proposed deduction which cannot be resolved, the matter will be passed over to the deposit scheme’s resolution service. The scheme’s resolution service will then consider the circumstances impartially and after due deliberation issue their ruling.
The three Government approved schemes are:
Tenancy Deposit Scheme (TDS)
Deposit Protection Service (DPS)
Tenancy Start Date
The proposed tenancy start date will be agreed at the time of offer. If necessary a Deadline for Agreement document will be issued which will need to be signed by you. This document extends the statutory minimum 15 days period that has been set to get all documentation issued and signed and funds clear.
The Tenancy Agreement
Your tenancy will be an Assured Shorthold Agreement unless the annual rent is in excess of £100,000. The Agreement will contain the legal obligations of both Tenant and Landlord. The fixed period referred to will usually be for a term of 12 months and in accordance with the requirements of the parties concerned.
Green Door will arrange for an independent inventory clerk to prepare a detailed inventory and schedule of condition (the cost of which is the responsibility of the Landlord) will. The clerk will give a copy of their report to you for approval at check in. If you are unable to be present at check in, a copy of the report will be sent to you and you will have 7 days to provide any comments or queries you have.
Continuation of Tenancy
Two months before the end of the fixed term tenancy, Green Door will write to the Landlord and Tenant asking if they wish to renew the tenancy. Once both parties are in agreement, Green Door will issue the necessary renewal documents for signing.
Monthly Rental Payments
The rent amount quoted is calculated per calendar month. It is requested that once the tenancy starts, the rent is paid by standing order.
Pets cannot be kept at the property without the landlord’s prior written consent. If you wish to keep a pet at the property during your tenancy which has not already been agreed with the Landlord, please contact Green Door stating what type of pet, its breed and age. The landlord’s permission will then be requested. Please do not buy a pet before the landlord’s permission has been given.
NO SMOKING is permitted inside any property.
The Landlord is responsible for insuring the building and any of their own contents included in the tenancy. The Landlord cannot be held responsible for any loss suffered by you and it is recommended you have your own level of contents insurance cover for the duration of the tenancy. Some policies will provide accidental damage cover for landlord’s belongings also and this is something you may wish to consider.
Insurance policies usually contain a restriction on how long a property is vacant. This is generally 28 consecutive days. If you are planning to be away from the property for that period of time, please inform Green Door beforehand so that arrangements can be made so as to not invalidate the landlord’s insurance. In the event the landlord’s insurance is invalidated as a result, you will be responsible for any damage that might occur at the property.
Utility Supplies and Services
At the start of the tenancy Green Door will notify the utility suppliers and council tax provider of your details and tenancy start date. The suppliers will then set up an account for you and send welcome letters to you. This usually takes between 6 to 8 weeks. At the end of the tenancy final meter readings will be taken by the inventory clerk during the check out and Green Door will notify the suppliers that you have vacated the property. It is recommended that you also contact the suppliers to ensure set up and cancellation of your direct debit payments as appropriate.
Repairs and Maintenance
It is the landlord’s responsibility to ensure that the property is maintained in good order throughout the tenancy. Green Door has an out-of-hours service in the event there is an emergency when the office is closed. Details can be found on the link below.
Please notify Green Door at the earliest opportunity when you become aware of any maintenance or dilapidation issue. Depending on the issue raised, Green Door will either relay the matter to the Landlord and await their instructions in order to remedy the fault or they will appoint a contractor to immediately address the issue. If there is a delay in reporting an issue, you could be held responsible for all or part of any costs resulting from that delay.
You must not carry out any repairs or changes to the property (including decorating) or employ a contractor to do so, unless you have permission from Green Door to do so. If you do and work is required to be carried out to return the property to its original condition, the cost of such work will be requested from you.
As a tenant, you are responsible for the cost/replacement of any items used in the course of day to day living, for example light bulbs, replacement batteries for doorbells etc. You must also take sensible precautions against frost damage. Smoke or carbon monoxide detectors at the property must be checked by you regularly, batteries replaced when required and faulty units should be reported to Green Door immediately.
Please click here for a full list of fees which may apply during your tenancy.
Green Door will undertake two property inspections in any 12 month period. These inspections are to ensure everything is as it should be with the property and is also an opportunity for you to discuss any problems that have occurred. The property inspections generally only take around 10 to 15 minutes and photographs will be taken. If you are unable to attend the property inspection and are in agreement, Green Door will use management keys in your absence.
At the end of the tenancy, Green Door will arrange for an independent inventory clerk to carry out the check out. The clerk will attend the property to note its condition compared to the check in and ascertain whether any dilapidations have occurred during the tenancy. You can be present during the check out process but if you are unable to attend, the clerk can do this in your absence.
Prior to the check-out you should ensure the property has been properly prepared and cleaned. If possible, please return any items to the same position as they were in at check in as this will help the inventory clerk locate them easily.
If you are unhappy with any aspect of the service provided by Green Door, please follow our complaints procedure. A copy of this can be found by clicking here
If you are a tenant of a property managed by Green Door and have a genuine out of hours emergency to report, please click here to view our out of hours contact number.