Small converted buildings
Owning the freehold does not tell you how to run the building.
A two, three or four-flat conversion can still contain leases, service charges, insurance, consultation, company records and safety decisions. Start with the documents, then build the smallest system that keeps them connected.
Find the source set
Four documents establish who can do what.
Freehold and leasehold titles
Confirm the registered proprietor, each leasehold interest, relevant restrictions and any filed documents.
Every executed lease and later deed
Compare the demise, repair, insurance, service-charge and consent machinery. Converted buildings can contain leases drafted at different times.
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.
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.
Budget, demands, bank and year end
Use the lease for authority and apportionment, issue the correct paperwork, reconcile the money and preserve the evidence behind each cost.
Policy, valuation and claims route
Match the insured name, building, declared value, cover, conditions and excesses to the lease and current building.
Report, responsibility and completion
Record the defect, immediate action, relevant covenant, scope, contractor decision and evidence that the work was completed.
Consultation before commitment
Where leaseholders may contribute to qualifying works or a qualifying long-term agreement, calculate the relevant individual contribution and choose the current consultation route before committing.
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.
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
Open the law and guidance yourself.
Current independent guidance on leases, service charges, Section 20, insurance, information and consent.
↗Official guidanceLeaseholder rights and responsibilitiesGOV.UK guidance confirming that the lease defines matters including repairs, contributions and permissions.
↗Related guideThe first 90 daysA practical handover across authority, money, building records and live risks.
→Related guideThe lease itselfFind the complete signed set and follow each question through its connected clauses and plans.
→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.
Keep checking: One lease may not represent every flat or the company's authority. Check the full document set and company records.
