Planning next year's major works: a timeline for resident directors and freeholders
Major works rarely arrive without warning. Roofs, windows, lifts, drainage and external decorations all reach the end of their life on a reasonably predictable cycle, yet many blocks still find themselves rushing a project through because a problem has become urgent.
If your building is likely to need significant work in the next year or two, the best time to start planning is now. A well-run project takes months before anyone arrives on site. Here is a realistic timeline, and what to get right at each stage.
Stage 1: understand what the building needs (months 1 to 2)
Start with evidence, not assumptions. A condition survey or planned maintenance plan will tell you what needs doing, how urgently, and roughly what it might cost. If you already have one, check how old it is and whether recent inspections or repairs have changed the picture.
At this stage, decide what is genuinely needed now and what can sensibly be scheduled later. Combining related works, such as roof repairs and gutter replacement, can save on scaffolding and access costs.
Stage 2: prepare a specification (months 2 to 3)
A clear specification, usually prepared by a surveyor, describes exactly what work is required. It means contractors are pricing the same job, which makes tenders comparable and reduces disputes later. A vague specification is one of the most common reasons major works overrun or end up costing more than expected.
Stage 3: Section 20 consultation (months 3 to 6)
If any one leaseholder would contribute more than £250 towards the works, the landlord must consult leaseholders under section 20 of the Landlord and Tenant Act 1985 before the cost can be recovered in full through the service charge. The process has set stages and minimum time periods:
notice of intention: leaseholders are told what is proposed and why, and have 30 days to comment and nominate a contractor;
estimates: at least two estimates are obtained, and leaseholders have a further 30 days to comment on them;
notice of reasons: if the contract is not awarded to a nominated contractor or the lowest bidder, a further notice must explain why.
Allow at least three months for consultation once the specification is ready, and longer if tenders are slow to come back. For a fuller explanation of the thresholds and stages, see our Section 20 consultation guide.
Stage 4: funding (alongside consultation)
Decide early how the works will be paid for. If the reserve fund covers the cost, check the lease allows it to be used for this purpose. If it does not, leaseholders will need clear notice of what they will be asked to pay and when. A large one-off demand with little warning is the fastest way to lose goodwill and increase arrears.
Bear in mind that costs should be demanded, or leaseholders notified of them in writing, within 18 months of being incurred, or they may not be recoverable. Build this into the project timetable.
Stage 5: plan the works around the seasons (site start)
External works such as roofing, decorations and scaffold-dependent repairs are best carried out in spring and summer, when weather delays are less likely. Working back from a spring start is one reason to begin planning in the autumn.
Agree the programme, site rules, access arrangements and a point of contact for residents before work starts.
Keep leaseholders informed throughout
Regular, plain-English updates make a real difference. Explain what is happening, why it is needed, what it will cost, and what residents can expect day to day. Leaseholders who understand the reasons for the works are far more likely to engage with consultation and pay on time.
Frequently asked questions
How long does Section 20 consultation take?
The two 30-day consultation periods mean it takes at least two months. Allowing for tendering and the notices themselves, three months or more is realistic.
What happens if Section 20 consultation is not carried out?
The landlord's recovery from each leaseholder may be capped at £250 for those works, unless the First-tier Tribunal grants dispensation.
When should we start planning works for next spring?
Ideally in the autumn. Surveys, specification, consultation and funding can easily take five or six months before a contractor is appointed.
Talk to Temphis
If your building has major works on the horizon, contact the Temphis team to see how we can support you and your building.