Why Choose Greenleaf Property Services?

Through our extensive industry experience we understand that as a potential landlord your key aims are to achieve a successful let, with minimum stress, and at a rental price you are happy with. We also know that you are looking for an agent who will undertake a professional service, with effective communication at each step of the process to guide you through the letting experience.

TENANT FIND SERVICE – 3 WEEKS RENT + VAT
  1. Provide a comprehensive valuation; take property details including digital photographs (external and internal)
  2. Provide floor plan
  3. Market/ advertise your property and promote qualified applicants
  4. Arrange viewings with prospective tenants and accompany all viewings (unless otherwise arranged)
  5. Provide feedback to landlords
  6. Agree any offers in detail to the landlord by phone or email
  7. Obtain satisfactory references
  8. Prepare Assured Shorthold tenancy agreement compliant with current housing act regulations
  9. Collect advance rent (one month) and dilapidation deposit (Five weeks rent)
  10. Organise gas safety checks and EPC (if required)
  11. Lodge deposit with DPS custodial deposit scheme
FULLY MANAGED SERVICE – £354 SET UP AND 14.4% MONTHLY fees quoted include VAT unless otherwise stated

All of the above plus:

  1. Collection of monthly rent from tenants
  2. Electronic transfer of rent monies less fees to landlords preferred bank accounts
  3. Provide monthly rent statements to landlord via email (printed copies carry a charge of £5 per statement)
  4. Deal with any late payments or rent arrears appropriately and keep the landlord informed
  5. Obtain relevant meter readings and advise utility companies, where possible
  6. Carry out regular property visits (inspections) and report to landlord via email (initially 3 monthly, then 6 monthly with the same tenant in situ)
  7. Deal with any maintenance issues if necessary and liaise with the landlord before instructing any work to be carried out
Additional fees

Inventories
Studio/1Bedroom £150
2 Bedroom £180
3 Bedroom £210
4 Bedroom + £240
Additional £60 for furnished properties
Gas safety certificate £114
Electrical certificate £216
Energy Performance Certificate (EPC) £102
Deposit secure within the DPS custodial scheme FREE – Transfer to own Landlords scheme £36
Tenancy renewal fee 6 Months £72 or 12 Months £120
Deposit dispute £60 per hour
Issue section 21 notice (via local solicitor) £120
Attend court for eviction £60 per hour
Large project maintenance above £600 10% charge
Organizing external or landlords’ own contractors £36
Attending property for access for own contractors £50 per visit
Copies of annual rent statement for tax purposes £60

Agency Agreement

This agreement is made between the landlord of the property and Greenleaf Property Services Ltd (known as Greenleaf). This agreement sets out the services provided to the landlord and also sets out your responsibilities as landlord. It will detail fees and by signing the agreement you agree to pay those fees to Greenleaf Property Services Ltd. If you require any clarification on the terms of this legally binding document, you are advised to take independent advice before signing.

  1. Legal requirement to market
    In order to legally market a rental property, you are required to have a valid EPC (energy performance certificate) This can be arranged by Greenleaf which is payable upon the ordering of the certificate. If you already have one, please supply a copy as soon as possible. EPCs are valid for 10 years however please note that properties with a rating below E will not be able to be let out.
  2. Preparing the property to rent
    In order to offer a professional service to both the landlord and tenant, Greenleaf request that the property is ready to let at least 7 days before the agreed start date of the tenancy. The property should be clean and tidy with particular attention being paid to the kitchen and bathroom areas, all rubbish removed, and carpets cleaned.
  3. Rent payments and transfers
    For the managed service, rent will be collected from the tenant and transferred into the landlords’ nominated bank account within 7 working days of receipt from the tenant minus any deductions for fees and maintenance as detailed in this agreement. We cannot be held responsible if the tenant fails to pay the contractual rent however will take appropriate actions to recover any rent arrears including the sending of any appropriate letters and or attending the property if necessary, if this not have the desired effect we will advise you to instruct a specialist solicitor to take further action of which the landlord will be responsible for any costs incurred. Please note that payments around bank holidays may be delayed and we would advise that landlords have a sufficient buffer to cover mortgage payment should there be a delay.
  4. Property inspections and contractor access
    Greenleaf will normally carry out an initial quarterly inspection on the property and a report will be either emailed or posted to you together with any recommendations. Where tenants have been in situ for a long period of time, Greenleaf may deem it acceptable to alter the frequency of the visits. Please note that Greenleaf are not structural engineers or surveyors and will only be looking at the general condition of the property for clear visual defects and damage from the tenants and can take no responsibility for any hidden or latent defects or breaches of the tenants obligations. Where maintenance is carried out by Greenleaf contractors, we shall arrange access either via the tenant or we shall visit to allow access. However, if the landlord wishes to use their own contractors and the tenants are unavailable for access and it is necessary for Greenleaf to attend, a charge for waiting time of £75 per hour or part hour will be applicable. Where any government guidelines are in place we may use virtual inspections where visits are not possible.
  5. Maintenance
    You will be notified of any maintenance issues as soon as they are reported to Greenleaf, if we are unable to contact you via the details provided and the issue is an urgent electrical or gas/plumbing repair and/or if it is deemed unsafe the work will be carried out without consent if necessary. Other general maintenance/repairs will be carried out with prior permission however if it is 7 days or more that Greenleaf property management team have been unable to contact the landlord, they will go ahead with any repairs up to the value of £250. We suggest that should the landlord have any changes in home addresses, telephone number, email address or any other contact method that they will inform Greenleaf as soon as possible.
  6. Deposits and inventory
    Greenleaf will take a deposit equivalent to 5 weeks rent (this is the maximum amount you are allowed to hold) and secure within the Deposit Protection Service (DPS) custodial scheme. Deposits can only be transferred into another DPS account not released to the landlord Please note should the tenant dispute any deductions for damage or non-payment of rent, Greenleaf Property Services will make an administration for dealing with the claim on behalf of the landlord.
  7. Keys
    We require a minimum of 2 sets (ideally 3) of keys for the property, to enable the tenants to have 2 sets and 1 set to be retained in the secure management key system. Should you require additional keys to be cut a charge will be applicable.
  8. Tax
    VAT is applicable on all charges through Greenleaf. Landlords are responsible for any income tax liabilities on rental properties, please seek advice from Inland Revenue or alternatively Greenleaf subsidiary company ‘Medway accountancy and bookkeeping’ will be able to assist. If the Landlord requires duplicate statements to be produced there will be an administration fee
  9. Legal responsibilities
    Gas safety (installation and Use) Regulations 1998 state that a gas safety check must be carried out annually by a gas safe registered engineer on all appliances provided for the tenants use. All managed properties will automatically have a safety check carried out by Greenleaf unless otherwise instructed in writing and a copy provided within 7 days of the expiry, if you are unable to provide a copy of the certificate we will need to obtain a new certificate.

    The Furniture and Furnishings (fire) safety regulations 1988 and the furniture and furnishings (fire) (amendment)s 1993 states it is a criminal offence to let a premises with furniture or soft furnishes which cannot be proven to comply with the fire safety regulations, it is the landlords responsibly to ensure furniture complies, for full details if your property is furnished please ask.

    The Electrical Safety Standards in the Private Rented Sector (England) Regulations 2020 came into force on 1 June 2020 and apply to all tenancies created on or after that date in England from 1 July 2020.These new regulations require landlords to have the electrical installations in their properties inspected at least every 5 years and tested by a person who is qualified and competent. A copy of the electrical safety report must be supplied to the tenants as well as to the local authority if requested.

  10. Withdrawing or selling your property
    A fee of one month’s rent + vat will be charged if the landlord withdraws the property from the agency during the contractual period of the tenant. Along with the fee agreed for a tenant find. If the landlord withdraws after contractual tenancy, a charge of one month’s + VAT will be charged if the same tenant is in occupation.
    If the landlord withdraws the property in between agreeing the tenants and the move into the property, the landlord is liable to refund the cost of the setup fee in addition to the fee for tenant find service.
  11. Tenancy agreements
    Greenleaf have prepared a comprehensive tenancy agreement, which has been drawn up specially to protect your interests. Greenleaf will sign the tenancy agreement on your behalf together with the full authority of the landlord, please confirm if you do not wish us to do this for you. Renewals will automatically be actioned as part of your managed service. If you do not wish the tenancy to be renewed, you must inform us at least two months before the end of the tenancy term.
  12. Court appearances
    Should it become necessary for a representative of Greenleaf Property Services to attend court to assist in obtaining repossession of the property on behalf of the Landlord, there will be a charge.

Click here to download the Agency Agreement