Planning Major Works in a Block of Flats: A Step-by-Step Guide

Roof replacements, external redecoration, window renewals, lift upgrades and fire safety works are some of the biggest decisions a board makes. Planned well, they improve the building, protect its value and keep leaseholders on side. This guide sets out the steps we follow, drawing on years of construction and renovation experience.

Step 1: Understand the building

Every successful project starts with a clear understanding of what the building needs and why. A condition survey by a competent surveyor records the condition of each element, the likely remaining life and the work recommended. For specific problems, such as persistent leaks or cracking, a targeted investigation helps find the real cause so the money is spent on the right fix.

Step 2: Check the lease

Confirm that the lease places the repair obligation on the landlord or management company and allows the cost to be recovered through the service charge. Check how costs are apportioned, whether the reserve fund can be used, and whether any parts of the work fall to individual leaseholders, such as windows that are part of a flat's demise in some leases.

Step 3: Set the budget and funding plan

• Obtain a realistic cost estimate based on the specification
• Check how much the reserve fund can contribute
• Decide how the balance will be collected, and give leaseholders as much notice as possible
• Consider phasing large programmes over more than one year where the building allows
• Allow a contingency for the unexpected, especially on older buildings

Step 4: Plan Section 20 consultation from the start

Where any one leaseholder's contribution to the works will be more than £250, the consultation requirements under Section 20 of the Landlord and Tenant Act 1985 apply. Build the consultation stages into the timetable from the outset: the notice of intention, the 30-day observation periods, obtaining estimates (including at least one from a contractor unconnected to the landlord) and the statement of estimates. Leaseholders may nominate contractors during the first stage. Our Section 20 guide explains each stage.

Good consultation is also good communication. Explain clearly what the works are, why they are needed, what they will cost and how residents will be affected.

Step 5: Specify the work properly

A clear specification is the foundation of fair, comparable quotes. It should describe the scope, materials, standards, access arrangements, working hours, protection of residents and their property, and how the work will be inspected and signed off. Where works need planning permission, listed building consent or building regulations approval, allow time for it in the programme.

Step 6: Meet health and safety duties

Construction work is covered by the Construction (Design and Management) Regulations 2015 (CDM). Commercial clients must make suitable arrangements for managing the project, appoint competent designers and contractors, and, where more than one contractor is involved, appoint a principal designer and a principal contractor. A construction phase plan must be in place before work starts, and larger projects must be notified to the Health and Safety Executive. Boards should take advice on their role as client; a good managing agent will guide them through it. Remember to update the fire risk assessment and asbestos information before work begins.

Step 7: Choose the contractor on merit

Invite tenders from suitably experienced, insured and accredited contractors, compare them against the specification, and check references and recent similar projects. The lowest price is only one factor: programme, quality, resident care and the contractor's approach to safety all matter. At Westbridge we select the best independent contractor for each job at a fair price, commission-free. See choosing contractors for a block for more.

Step 8: Manage the works and keep residents informed

• Hold a pre-start meeting to agree the programme, site rules and communication
• Tell residents what will happen, when, and who to contact
• Inspect progress regularly and record it with photos
• Deal with variations through a clear approval process
• Keep the board updated on programme and cost

Step 9: Inspect before paying

Work should be inspected at key stages and on completion, against the specification, before invoices are paid. Snagging items are listed and closed out, warranties and guarantees are collected, and records are added to the building's files. Any retention is released once the defects period has passed and the work is confirmed as sound.

Keeping the project on track

• Allow enough time. Surveys, specification, consultation and tendering take several months, so start early and agree a realistic programme.
• Agree a single point of contact. Residents, directors and the contractor should each know exactly who to speak to.
• Control variations. Changes to the scope should be priced and approved before the work is done.
• Report regularly. Short progress updates with photos keep the board and leaseholders confident in the project.
• Plan for the weather and access. Roofing, scaffolding and external decoration work best in a planned season, with access arrangements agreed in advance.

After the works

Once the project is complete, update the building's records so the next board and the next project benefit: add the new warranties, certificates and as-built information to the building file, update the health and safety file and the fire risk assessment where the works affect them, refresh the planned maintenance programme with the new replacement dates, and review the reserve fund contributions in the light of the actual cost. A short close-out report to leaseholders, with before-and-after photos, is a good way to show what their money achieved.

Major works checklist

• Condition survey or investigation completed
• Lease checked for repair obligations, recovery and apportionment
• Budget, reserve fund contribution and funding plan agreed
• Section 20 timetable built into the programme
• Specification and any consents in place
• CDM duties understood and appointments made
• Contractor selected on merit and contract signed
• Residents informed before and during the works
• Work inspected before payment, and warranties collected

Major works are where a construction background makes the biggest difference. See our renovation and major works service, or request a free building review to talk through your building's next project.