All buildings require maintenance and repair over time. It is an unavoidable part
of owning, managing and occupying a building. However, when major works are
not planned or managed properly, they can quickly lead to disputes, delays,
unexpected costs and dissatisfaction among leaseholders.
For leasehold buildings, the key to a successful major works project is early
planning, clear communication and professional oversight. Instructing a surveyor
at an early stage can help identify future repair liabilities, support the Section 20
consultation process, produce clear tender documents and help ensure the works
are delivered properly.
For leaseholders, freeholders, managing agents, resident management companies and RTM companies, major works can sometimes appear to arise suddenly. In reality, many of these projects can be anticipated through regular inspection and planned maintenance.
Major works generally involve significant repair, maintenance or improvement works where leaseholders are required to contribute through the service charge. These may include roof replacements, external decorations, concrete repairs, balcony refurbishments, window replacement programmes, structural repairs, fire safety improvements or extensive internal refurbishment works.
These projects are important because they protect the long-term condition, safety and value of the building. However, because the costs are often substantial, they need to be planned carefully and communicated clearly.
Where qualifying works are expected to cost any one leaseholder more than £250, the Section 20 consultation process will usually apply. This means leaseholders must be properly informed and consulted before the works are committed to. If the process is not followed correctly, or if the reasons for the works are not clearly explained, disputes and delays can arise.
Effective planning is the foundation of any successful major works project. Without a planned approach, maintenance is often dealt with reactively.
For example, a roof leak may be reported and repaired. A year later, further repairs may be required. Another year later, the roof may need replacement, by which time additional damage has occurred and the overall cost has increased considerably.
This is why Planned Preventative Maintenance, often referred to as PPM, is so important. Rather than waiting for building elements to fail, a surveyor can inspect the property and assess the condition of key elements, including:
A surveyor will consider the condition, level of risk, expected remaining lifespan and likely repair costs for each element. This information can then be presented in a clear, easy-to-understand report, giving property managers, freeholders and resident management companies a practical maintenance roadmap.
Instead of being surprised by a major roof replacement, for example, the parties can see in advance that the roof is approaching the end of its serviceable life and begin budgeting, consulting and planning at an earlier stage.
When major works are proposed, consultation with leaseholders is often required before the works can proceed. Section 20 consultation is not simply an administrative exercise; it is a legal requirement and an important opportunity to engage with leaseholders, explain the need for the works and manage expectations.
The process usually requires leaseholders to be given clear information about the proposed works, why they are necessary and the anticipated costs. Leaseholders must also be given the opportunity to make observations and, in some cases, nominate contractors to be considered for the works.
This process can feel daunting, particularly where the works are complex or expensive. However, early professional advice makes consultation easier to manage. If future major works are identified in advance, there is more time to explain the issues, prepare suitable documentation, respond to leaseholder queries and reduce the risk of challenge.
One of the most common mistakes in major works projects is approaching contractors before the scope of works has been properly defined. Without a clear specification, contractors may price different items, exclude important works or make assumptions that later lead to variation claims and increased costs.
A surveyor can inspect the building, identify the cause and extent of defects, and prepare a detailed schedule of works or specification. This ensures that each contractor is pricing against the same information, making tender returns easier to compare and helping clients demonstrate that value for money has been properly considered.
Good cost planning should also include suitable allowances for professional fees, access arrangements, health and safety requirements, contingency sums and any specialist investigations that may be needed before the works start.
By setting a realistic budget at the outset, property managers, freeholders and resident management companies can reduce the risk of unexpected extras, disputes over the scope of works and delays once the project is on site.
A surveyor’s role does not end once the works have been tendered. During the project, a surveyor can monitor progress, administer the contract, certify payments, check the quality of the works and help ensure the project is delivered in accordance with the agreed specification.
This gives clients greater control over cost, programme and quality. It also provides leaseholders with reassurance that the works are being monitored independently and professionally.
For larger or more complex projects, this ongoing role can be particularly valuable, as it helps manage contractor performance, deal with unforeseen issues and ensure that decisions are properly recorded throughout the works.
Major works are an inevitable part of maintaining leasehold buildings. The key difference is whether they are planned, communicated and managed properly, or whether they become reactive, stressful and costly.
A clear Planned Preventative Maintenance strategy allows future projects to be identified early and budgeted for properly. Detailed specifications, competitive tendering and effective contract administration then help ensure that works are clearly defined, fairly priced and properly controlled.
At Harrison Clarke, we support property managers, RTM companies, freeholders and leaseholders through every stage of the major works process, from early condition assessments and PPM planning through to specification, tendering and contract administration.
For more information or support with a major works project, please get in touch with the team and one of our professional surveyors will be happy to help.
For more expert advice on surveying and property matters, check out our range of informative videos on our website or YouTube channel. Harrison Clarke Chartered Surveyors is here to guide you every step of the way!
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