Operational Handover Pack  ·  Sold Tenanted

Infinity House 18-bed student HMO, Stoke-on-Trent. Handed over as a running operation with tenants in situ.

PropertyInfinity House, Shelton Old Road, Stoke-on-Trent, ST4 7RX
Asset18 beds · 3 floors × 6 rooms
ForPurchaser & their team
StatusDraft v1
18En-suite beds
3Floors × 6 rooms
Aug–JulAcademic-year lets
In situSold tenanted
01

Property at a glance

A converted, fully-fitted student HMO, let by the room and managed at arm's length through a local agent. The value is in the established processes — each section below covers one.

AddressInfinity House, Shelton Old Road, Stoke-on-Trent, ST4 7RX
Configuration18 en-suite bedrooms · Ground (1–6), First (7–12), Second (13–18)
Shared areasKitchen/lounge and corridors per floor (heating zoned)
UseStudent HMO — full-time students, Staffordshire University and others
Rent basisLet per room, inclusive of all bills — gas, electricity, water and broadband are landlord-provided (Section 10)
Academic yearTenancies run 1 Aug – 31 Jul; some rooms carry summer tenancies or half-rent storage over the gap
Letting agentGreenpad · 01782 422 300 · enquiries@greenpad.co.uk
Sale basisTenants in situ — existing ASTs and processes continue
ListingInfinity House on greenpad.co.uk
02

Tenancies & the letting model

Let room-by-room on individual ASTs, sourced and managed by Greenpad. Rents are inclusive of all bills. Owner's role is oversight: fill rooms each year, check rents match, keep exemption paperwork current.

The cycle

  • Tenancies renew each academic year (1 Aug – 31 Jul). Filling rooms ahead of the new academic year is the year's most time-sensitive task.
  • Greenpad issues each AST in two stages — unsigned first, signed copy later (up to ~7 days).
  • Each room is tracked: tenant, start/end dates, rent, exemption certificate received.
  • Rent achieved is checked against the agreed rate; mismatches or part-year tenancies are queried.

Recurring situations

Continued tenancySame student, next year, no gap. Exemption re-submitted; no council tax due.
Summer storageBelongings stored between tenancies — typically half rent.
Summer lettingRoom re-let short-term; Greenpad seeks permission first.
Summer tenancyStudent stays across summer at half rent.
Early leaversLiable for remaining period plus re-let fee, unless they find a replacement.
Visa casesExtension must clear before expiry or tenant vacates by expiry date.
Dual-occupancyOnly the head tenant's details used for the council tax submission.
VoidsAny empty period between tenants = owner liable for council tax on the gap (Section 3).
Handover

Current tenancy schedule and signed ASTs transfer on completion, subject to data-protection handling for tenant data.

03

Council tax — the exemption

The building's most important recurring process. All occupiers are full-time students, so it qualifies for full exemption — but only while paperwork supports it, and only if re-established each year. Miss it and the owner pays.

Principle

A property occupied solely by full-time students is exempt (Class N). Not automatic — claimed, evidenced, renewed. As an HMO, liability for any council tax due sits with the owner, not tenants.

  • All students → 100% exemption (submit evidence for every occupied room).
  • All but one → 25% discount.
  • Certificates expire after 2 months — submissions timed to have as full a set as possible.

Each year

  1. Collect exemption certificates per tenant from the start of the year (chased via Greenpad).
  2. Log each against its room.
  3. Claim with Stoke-on-Trent City Council — schedule of tenants + move-in dates, ASTs, certificates.
  4. Three separate council tax accounts, one per floor — submissions and bills handled floor by floor.
Must not lapse

Resets every academic year and depends on current certificates. Two risks: (1) a room sitting empty (owner liable for the gap), (2) certificates expiring before submission. Treat the Sep–Oct submission as a fixed annual deadline.

Practical

The online form needs a phone number and email per tenant (held on the ASTs) before it proceeds. On any void, check the council tax bill matches the recorded void period so only the correct period is paid.

Account references (per floor) and portal access transfer securely on completion.

04

Who does what

A small set of roles. You slot your team into the owner/management side; agent and on-site roles continue with the building.

Greenpad — letting & local agent

In place · continues

Sources and manages tenants, issues ASTs, chases certificates, does weekly visits, coordinates contractor access, relays maintenance. First point of contact for tenant- and building-facing matters.

Greenpad, College Road, Stoke-on-Trent, ST4 2DE · 01782 422 300 · enquiries@greenpad.co.uk

On-site warden

Resident student · changes yearly

A tenant who inspects and reports weekly (Section 9), and handles hands-on tasks like heating battery swaps.

Owner / management

Transfers to you

Oversight of the letting cycle, exemption, compliance, utilities and warden-reported issues — the role you're stepping into.

Cleaner — “E&C Clean”

In place · managed by Greenpad

Cleans the communal areas regularly and carries out end-of-tenancy cleans. Booked and coordinated through Greenpad.

Emma Kamara · emmakamara51@gmail.com  ·  Carla Savatovich · carla.savatovich@gmail.com

Contractors

Conversion contractor, roofing contact (Section 8), and Greenpad's handyman for minor fixes. Current details provided directly on completion.

05

Heating & smart controls

Room-by-room smart control keeps running costs down. One ongoing task: it's battery-powered, so batteries need monitoring and replacing.

Setup

  • Each bedroom has a smart TRV plus motion sensor — heating responds to occupancy.
  • Radiators in bedrooms, en-suites, corridors, kitchens, lounges — all zoned.
  • Administered online across three logins, one per floor.

Batteries & full-replacement quantities

The system is battery-powered throughout: a smart valve (TRV) on every radiator and a motion sensor in every bedroom. Quantities for a full replacement:

Radiator valves (TRV)Motion sensors
2 × AA per valve1 × CR123 per sensor
18 bedroom · 18 en-suite · 3 corridor · 3 kitchen · 2 lounge radiators = 44 valvesOne in each bedroom = 18 sensors
88 × AA for a full set18 × CR123 for a full set

Battery levels are reviewed on a monthly cycle; any unit that reads low is flagged and the warden is asked to swap it. Standard cells throughout.

Two common faults

"Device not found" — usually a flat battery; replace.   Radiator stuck on — valve popped off its thread; re-seat on site. Both quick.

Platform logins transfer securely on completion.

06

CCTV & remote access

Multi-camera CCTV, viewable live and reviewable remotely on desktop and mobile.

SystemMulti-camera CCTV, entrances and common areas, desktop software
CapabilitiesLive view + historic playback/download by camera and time
Remote accessLive view and playback over the internet

Viewing app

Live view and playback on mobile through the HiLook app (also available as desktop software).

Camera details and credentials transfer securely on completion.

07

Compliance & the annual cycle

An 18-bed HMO carries a steady compliance load. Live certificates and renewal dates sit with the legal pack; this is the operational rhythm.

HMO licenceGas safetyBoiler serviceElectrical (EICR) EPCFire alarmEmergency lightingFire risk assessment Extinguisher / blanketPATInsurance
Rolling / annualGas, electrical, fire & life-safety on their own cycles — in a compliance tracker.
Every autumnCouncil tax exemption re-established (Section 3). Certificates Sept, submission Sep–Oct.
WeeklyWarden report (Section 9); Greenpad visit.
Monthly-ishHeating battery review (Section 5).
PeriodicWater meter reads on request (Section 10).

Compliance documents

The current certificates live in a shared Google Drive folder. Individual documents are linked below for quick reference. [links to be added]

Open the compliance documents folder
HMO licence — does not transfer

The HMO licence is personal to the current licence holder and cannot be transferred with the sale. The new owner must apply to Stoke-on-Trent City Council for their own licence — start this as early as possible, ideally before completion (Section 15).

ICO registration & fee

Because the property operates CCTV and holds tenant personal data, the operator must be registered with the Information Commissioner's Office (ICO) and pay the annual data-protection fee. This does not transfer — the new owner must register in their own name and pay the fee (Section 15).

Handover

The live certificate set sits with the legal pack. Buildings insurance does not transfer — the buyer arranges their own cover (Section 15). Load every renewal date into one calendar on day one.

No accreditation scheme

There is no local landlord accreditation scheme to join — the previous Stoke-on-Trent scheme was wound up in 2023. The HMO licence remains the operative permission.

08

Roof access

How the flat roof is reached, for repairs or inspection.

Getting onto the roof

  • Access via a top-floor roof light, by ladder.
  • The roof light is linked to the fire alarm — the alarm is taken out of service to open it; Greenpad coordinates with tenants and any contractor.
  • Secured by a finger-tight nut and bolt; it must be re-secured afterwards.
  • Access is arranged through Greenpad, who contact the roofing contractor used previously.
Note

Buildings insurance does not transfer on sale, so any previous roof-inspection condition falls away. The buyer should confirm what, if anything, their own insurer requires for the flat roof (Section 15).

09

On-site warden & weekly reporting

A built-in early-warning system: a resident warden inspects and reports weekly. Cheap, effective, worth keeping.

  • Warden is a tenant (student); role typically changes yearly.
  • Weekly (ideally Friday) they complete a short form flagging any building or tenant issue.
  • On submission it automatically emails Greenpad (and any wider distribution list).
  • Routine: check each week's report against the "all normal" baseline; anything different goes to the team.
Watch

No report for 10+ days is itself the flag — usually the form has stopped (warden moved on); re-establish via Greenpad.

Transfer

The weekly inspection is a Google Form that automatically emails Greenpad the moment it is submitted. The form and its notification setup must be transferred to the buyer, or recreated by them, so the weekly report keeps reaching the agent.

10

Utilities & meter readings

Landlord-provided and included in the rents — standard for a student HMO. Suppliers are below; the one recurring task that needs a person is the periodic water meter read.

Gas & electricityPozitive Energy · SMETS2 smart meters
WaterWater Plus — metered, meter in the basement (reading process below)
InternetVirgin Media broadband, distributed through a Ubiquiti mesh network across the building
TV LicenceEach student arranges their own; the landlord holds the licence for the shared lounge only

Meter & stopcock locations

Gas meter & ECVBasement lounge — half-height cupboard under the windows (Emergency Control Valve alongside)
Electric meter & consumer unitCupboard inside the building's front door, on the left
Water meter & stopcockBoiler cupboard in the lounge — through the lounge door, on the right

Cupboard keys are held in the key safes — see Section 12 for safe locations and contents.

Water meter reading

  • Water supplier periodically requests a reading.
  • Meter is in the lounge boiler cupboard, so Greenpad photographs it on their next visit — reading and serial number both legible.
  • Reading submitted to the supplier and logged; next statement checked to confirm.
Access codes & keys

Key safes, cupboard keys and the door keypad codes are covered in full in Section 12 — Keys & access codes. All codes are provided on handover.

Handover

Take opening meter readings and notify each supplier of the change of ownership at completion (Section 15). Confirm which supplier holds each account and where the meter-read obligation sits.

11

Inventory & contents

What comes with the building, room type by room type. For the definitive record, Greenpad hold a dated, photographic inventory for every room.

Bedrooms (each)

  • 1× bed (sizes vary by room)
  • Bedside table (some rooms have a desk at the bedside)
  • Desk and chair
  • Wardrobe and drawers

Communal & service areas

Lounge1× 5-seater sofa · 8× metal stools · 6× plastic chairs · 1× coffee table · 1× wooden & metal table · 1× TV
Kitchens (each)2× bins · 2× fridge-freezers · 1× washing machine · 1× tumble drier
Cleaning supplies2× vacuum cleaners · 2× mop and bucket
Bin store6× bins
Photographic inventory

Greenpad carry out a photographic check-in and check-out inventory for all new tenants. For clarification on any room, check Greenpad's photographic inventory for that room.

Appliance manuals

Manuals for the appliances and equipment are collected in one Google Drive folder.

Open the appliance manuals folder
12

Keys & access codes

A nested set of key safes holds the keys to every room and service cupboard. Codes and the physical keys are provided on handover; Greenpad also hold a full set at their offices.

Key safes

Key Safe 1Bottom of the cupboard next to Room 1. Contains the keys to the lounge under-stairs cupboard and to the two key safes inside it (Safes 2 & 3). Start here.
Key Safes 2 & 3Inside the walk-in cupboard under the stairs in the lounge. Contain the keys to all rooms. Reached using the keys from Key Safe 1.
Key Safe 4Next to the gas meter, in the half-height cupboard in the lounge. Contains the keys to the adjacent CCTV cupboard, the basement boiler cupboard, and the 2nd-floor boiler cupboard.

Door codes

Front doorKeypad entry code — [provided on handover]
Bin store internal doorKeypad code — [provided on handover]
Backup

Greenpad hold a full set of keys at their offices. Cupboard keys for the meters and boilers are in the key safes above (Section 10 lists what each cupboard contains).

13

Live maintenance issues

A snapshot of any open repairs or known issues as at the day of transfer — so nothing already in progress is lost in the handover.

Completed on the day of transfer

This section is left open on purpose. It is filled in on the day of completion with any live maintenance items — outstanding repairs, jobs already booked with contractors, and anything the buyer should pick up immediately.

Open items[to be completed on the day of transfer]
14

What transfers on completion

This pack explains how the building runs. The following transfer securely on or around completion so your team can operate from day one.

Marketing & social channels transfer with the property

The established audience and listing come across too — keep them running from day one.

Tenancy records
Current schedule + signed ASTs
Compliance
Gas, electrical, fire certificates + renewal dates
Insurance
Does not transfer — buyer arranges their own cover
Council tax
Three floor account references + portal access
CCTV
Connection details, software, credentials
Heating
Three floor logins
Warden reporting
Form ownership + recipient repoint
Utilities
Supplier details + change-of-tenancy
Keys & codes
Key-safe contents, cupboard keys, door codes (Section 12)
Inventory & manuals
Photographic inventory + appliance manuals folder
Key contacts
Current contractor, cleaner and agent details
Trackers
Operational trackers agreed to pass across
Social & listing
Facebook, YouTube & Greenpad listing (above)
First steps

See the buyer checklist (Section 15) for the first-week actions that keep the building compliant and running.

15

Buyer checklist

The essential first actions to keep the building compliant and running from day one. Tick them off as you go.

  • Apply for your own HMO licence.The existing licence cannot be transferred — apply to Stoke-on-Trent City Council as early as possible (Section 7).
  • Arrange buildings insurance.The seller's policy does not transfer. Put your own cover in place for completion.
  • Register with the ICO and pay the data-protection fee.Required because the property runs CCTV and holds tenant data — register in your own name (Section 7).
  • Take meter readings and notify the suppliers.Gas & electricity (Pozitive Energy, SMETS2), water (Water Plus) and Virgin Media broadband — give each the change of ownership and opening reads (Section 10).
  • Notify the council for council tax.Three floor accounts with Stoke-on-Trent City Council; re-establish the full-time-student exemption (Section 3).
  • Transfer or recreate the warden Google Form.Keep the weekly inspection report flowing to Greenpad (Section 9).
  • Collect all keys and access codes.Work through the key safes, cupboard keys and the front-door & bin-store codes (Section 12).
  • Take over the app logins.CCTV — HiLook (Section 6); heating — Genius Hub, one login per floor (Section 5).
  • Load every compliance renewal date into one calendar.Gas, electrical, fire and life-safety (Section 7).
  • Pick up any live maintenance items.Work through the issues logged on the day of transfer (Section 13).
  • Introduce your team to Greenpad.Your first point of contact for tenants and the building (Section 4).

Infinity House — Operational Handover Pack · Draft v1. Prepared to give the purchaser and their team a working understanding of how the property runs. Operational guidance in summary form — not legal, tax, insurance or compliance advice, and not part of the contract of sale.

Credentials, account references and tenant data are excluded and transferred securely on completion. Compliance status, tenancy terms and insurance conditions to be verified against the formal legal pack. [shaded fields] to be confirmed before issue.