Small converted buildings

Owning the freehold does not tell you how to run the building.

A converted house can still involve leases, service charges, insurance and safety decisions. Start with the documents and a proportionate record system.

View the supporting illustration

Original building trust visual for Owning the freehold does not tell you how to run the building.

Find the source set

Four documents establish who can do what.

Title

Freehold and leasehold titles

Confirm the registered proprietor, each leasehold interest, relevant restrictions and any filed documents.

Leases

Every executed lease and later deed

Compare the In plain EnglishThe flat, space or other property granted by the lease. The exact definition in the signed document controls.Open the plain-English glossary, repair, insurance, service-charge and consent machinery. Converted buildings can contain leases drafted at different times.

Company

Articles and member records

If a company owns the freehold or manages the building, identify its members, directors, decision rules and current Companies House record.

Appointment

Agent, contractor and insurance records

Keep each appointment, policy, quote, report and live instruction with the authority under which it was made.

Run the building

Keep six recurring jobs visible.

Money

Budget, demands, bank and year end

Use the lease for authority and In plain EnglishThe method used to divide a building cost between flats. Look for the percentage, fraction or other method in the lease.Open the plain-English glossary, issue the correct paperwork, reconcile the money and preserve the evidence behind each cost.

Insurance

Policy, valuation and claims route

Match the insured name, building, declared value, cover, conditions and excesses to the lease and current building.

Repairs

Report, responsibility and completion

Record the defect, immediate action, relevant In plain EnglishA binding promise in the lease to do something, pay something or not do something.Open the plain-English glossary, scope, contractor decision and evidence that the work was completed.

Works

Consultation before commitment

Where leaseholders may contribute to qualifying works or a In plain EnglishA contract for services lasting more than 12 months where a leaseholder may have to contribute. The consultation rules and contribution threshold need to be checked for the actual agreement.Read the consultation guidance, calculate the relevant individual contribution and choose the current consultation route before committing.

Safety

Identify the duty and competent person

Building size does not answer every safety question. Check the premises, use, system and responsible person for each duty.

People

Keep owners, occupiers and notices current

Maintain the contact, membership, consent, letting and notice records needed to act and communicate with the correct person.

When something happens

Use one short decision route every time.

What happened?

Record the building fact, request, cost or deadline without turning an allegation into a conclusion.

Which document controls it?

Open the lease, title, articles, policy, contract or current statutory source that may govern the response.

Who decides?

Identify the freeholder, company, board, leaseholder or professional role with authority for the step.

What needs to be recorded?

Keep the evidence, options, conflict, approval, instruction, communication and follow-up date together.

Sources for this page

Check the law and official guidance.

Independent guidanceLEASE: landlord or freeholder duties

Current independent guidance on leases, service charges, Section 20, insurance, information and consent.

Official guidanceLeaseholder rights and responsibilities

GOV.UK guidance confirming that the lease defines matters including repairs, contributions and permissions.

Related guideThe first 90 days

A practical handover across authority, money, building records and live risks.

Related guideThe lease itself

Find the complete signed set and follow each question through its connected clauses and plans.

Prepared by Adam Street, founder of building trust. Links and current-law position checked 18 August 2026. Apply the governing documents, building facts and current law to the case in front of you.

Take the next step in LEASE-iQ

What must this board control, and which records are missing?

Use this when taking over an RTM, RMC or share-of-freehold building.

Copy questions for this issue

Questions to paste into LEASE-iQ

I have uploaded a lease from a resident-led building. The board is dealing with: [describe the handover or live decision]. Please identify what this lease says the landlord, management company, board and leaseholder must each do.

Please:
1. Identify the parties, their roles and the clauses that allocate repair, insurance, services, charges, consent and access.
2. Quote the short relevant wording and give the clause and page.
3. Identify decisions the lease reserves to one party and functions that may have been delegated to a managing agent.
4. List the accounts, policies, contracts, notices, certificates, plans and decision records the lease refers to or requires.
5. Separate the lease from company articles, titles, the management agreement, law and operational practice.
6. Identify any missing document or role assumption that could reverse the answer.
7. Finish with a board action list containing: source to obtain, person responsible, decision required, evidence of completion and any point needing professional advice.

Keep checking: One lease may not represent every flat or the company's authority. Check the full document set and company records.