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  • Estate management Buckinghamshire, Aylesbury
  • Block management Buckinghamshire, Aylesbury
  • Flat management  Buckinghamshire, Aylesbury

Communications

Communication with Leaseholders

We maintain lists of contact details for leaseholders at every development we manage. Most of the properties have a mix of leaseholders that are residents and leaseholders that rent their properties out.

For non-resident leaseholders we also ask them to let us know details of their tenant and/or agent. The purpose of maintaining these lists is to ensure that leaseholders receive the correct documents including service charge and ground rent demands, AGM calling Notices, Section 20 Notices etc. We may also need to urgently contact the occupier of if there is a leak from one flat to another or some other kind of emergency.

Each development we manage has a dedicated email address for leaseholders and residents to use to report problems. This is displayed in the communal areas along with our telephone numbers.

We regularly write to residents informing of them about any issues at their block or asking for their co-operation. For example if an old TV is left in the bin store we write to all residents asking whomever is responsible to remove it, or if the residents in a particular flat have been very noisy we will bring the requirement not to cause a nuisance to their attention.

Communication with Decision Makers

We believe in building positive working relationships with the decision makers in the properties we manage. Decision makers may be the freeholder themselves or Directors of a Residents Management Company.

We have found that a mix of regular Directors meetings combined with communication via email is the most effective way of achieving this. We are happy to host meetings at our office in Rowsham or travel to a venue close to the development if this is more convenient. These meetings are often held in the evenings or on a Saturday morning as we have found these times to be best for our clients, but we are happy to be flexible. We agree the agenda in advance, ensure that relevant reports and documentation are circulated and also take minutes of the discussion.

In between meetings we keep Directors informed via email. This may include financial updates, alerting them to particular issues that leaseholders have raised with us or asking for approval on unplanned maintenance expenditure.

Regular email communication

Regular email communication

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