A gate code policy is a short set of rules that says how tenants get, use, share and lose a gate code. The template below is ready to copy. It is general information, not legal advice, so have your attorney review the access-denial language.
When to use it
Hand it out at move-in, post it at the office or gate, and link it from your lease. If you run a facility with no on-site manager, it carries more weight, because the policy does the job a person would do. See gate access and the security guide.
What the law usually requires
No statute tells you how to write a gate policy. The law matters in one place: denying access to a tenant in default.
- Georgia. The owner may deny access on default without notice until payment is received, and the rental agreement must carry the language (O.C.G.A. 10-4-213).
- Pennsylvania. After continuous default of at least 10 days, the owner may deny access to the leased space (12 Pa.C.S. 5606).
- Many other states leave the timing to the rental agreement. See your state.
Say rent of $95 is due on the 1st with a 5-day grace period in Pennsylvania. On the 6th a late fee applies. The statute lets you deny access after continuous default of at least 10 days, so count 10 days from the due date and confirm the exact day with your attorney. See the glossary entry on overlock for the physical-lock version of the same step.
How to fill it in
- Hours. Set gate hours and say who may request extended hours.
- One account, one code. State that codes are personal.
- Guests. Say whether tenants may add authorized users.
- Lockout. Describe when access is cut off and how it is restored.
- Lost or stolen codes. Say how to report and replace, and any fee.
- Move-out. Say the code is deactivated at move-out.
- Cameras. Mention them if you have them.
Common mistakes
- Giving the same code to several tenants.
- A lockout rule that is not in the lease.
- No process to restore access after payment, so tenants are left calling you at night.
- Not turning off a code at move-out.
- Posting hours that differ from the lease.
- Charging a fee for lost codes that the lease does not mention.
The template
GATE CODE POLICY
[FACILITY NAME] | [ADDRESS] | [PHONE]
1. HOURS. The gate is open for tenant access from [START TIME] to
[END TIME], [DAYS]. For other hours, call [PHONE].
2. YOUR CODE. Each account has its own code. Do not share it. You are
responsible for anyone who enters with your code. To add an
authorized user, contact [OFFICE / ONLINE ACCOUNT].
3. TAILGATING. Wait for the gate to close behind you. Do not let others in.
4. PAST DUE ACCOUNTS. If rent is past due, access may be denied as stated
in your rental agreement, starting [DAY] after the due date. Access
is restored [WITHIN NUMBER HOURS / THE SAME BUSINESS DAY] after full
payment of the balance.
5. LOST OR STOLEN CODE. Tell us right away at [PHONE]. We will issue a
new code [FREE / FOR A $[FEE] FEE]. The old code stops working.
6. MOVE-OUT. Your code is turned off when your unit is confirmed empty
and you have returned any cards or remotes.
7. CAMERAS. [THIS FACILITY HAS CAMERAS / NO CAMERAS] and may record gate
entries. Misuse of the gate may end your rental.
8. CHANGES. We may change this policy with [NUMBER] days notice.
Questions: [NAME], [PHONE], [EMAIL]