Name the acting party
Record the freeholder, landlord, management company, agent, leaseholder and any superior landlord relevant to this question. State who is giving the instruction and who is expected to respond.
For freeholders and landlords
Start with authority before issuing the answer.
Use the signed leases and current records to prepare service-charge, ground-rent, consent and building instructions from the correct legal role. Keep the evidence beside the instruction given to an agent or professional adviser.
01 Authority before action
Identify who can ask, decide, sign, charge or respond.
A freeholder may own the reversion but still act through a managing agent, management company, resident management company, right-to-manage company, professional adviser or another party named in the document set. The first useful output is therefore a map of roles and instruments, not an assumed answer.
Open the document hierarchy
Check the executed lease, variations, transfer, title documents, headlease, management agreement and company articles where they are relevant. Do not infer an authority that the current source set does not show.
Separate source from decision
Keep the wording, the factual record, the professional view and the accountable decision on separate lines. A source-linked answer supports the instruction. It does not make the decision.
02 Build the source set
Give the agent or adviser the documents needed to verify the instruction.
Lease and title documents
- The signed lease and all executed variations.
- The plan, schedules and definitions used by the clause.
- Relevant transfers, titles, headlease or superior interests.
- The parties and capacities stated in each instrument.
- The version or copy status where execution is uncertain.
Building and management records
- The management agreement and current delegated authority.
- Budgets, accounts, demands, notices and consultation records.
- Insurance, inspection, repair and contractor evidence.
- Consent requests, decisions and correspondence.
- Company records and resolutions where a company acts.
What the output should show
- The relevant clause and page, not a free-standing summary.
- The party and role to which the wording applies.
- Current source references where available.
- Known facts kept separate from assumptions.
- Missing evidence labelled unknown or still to verify.
- The decision or professional question that remains.
03 Recurring work
Use a specific route for the specific instruction.
Service-charge demand
Check the parties, charging mechanism, apportionment wording, accounting period, notice route and documents before issuing an instruction.
Open the service-charge route →Ground-rent demandKeep ground rent separate from service charge and identify the lease term, amount, period, notice route and jurisdiction still to verify.
Open the ground-rent route →Alteration or consent requestFind the covenant, demise, relevant decision-maker, conditions, professional input and evidence needed before a response is drafted.
Open the consent route →Repair or access questionMap the repairing covenants, affected areas, access wording, chronology and technical evidence without deciding liability from the lease alone.
Open the repair guide →Resale and enquiry repliesSeparate answers derived from the lease from insurance, planned works, accounts, consents and other records that must be current.
Open the buying route →Sixteen-record checkMark each core building record present, missing or unsure before the instruction is treated as complete.
Open Building Record Check →04 A professional instruction
Send a compact record that another person can audit.
State the decision needed
Name the instruction in one sentence. Identify who is asking, who will decide, who may be affected and the deadline. Separate the commercial objective from the legal or technical question.
Attach the cited document list
List the document, clause, page and current provision relied on. Include the factual chronology and the record status. Mark conflicts between documents instead of choosing one silently.
List the open checks
Ask the agent, solicitor, surveyor or accountant to verify the points within their remit. Record what is missing, what is disputed and what would change the instruction.
05 Keep the decision boundary
Source retrieval does not turn into an authority or outcome claim.
Nothing here states that a charge is payable, reasonable, recoverable or valid. Those questions can depend on the instrument set, procedure, facts, current law and professional judgement.
Finding a covenant does not decide whether consent is required, who can give it, what conditions are lawful or what response should be issued.
A lease may allocate responsibilities without proving what happened, what caused damage, whether work was done or whether a cost was incurred properly.
Use the output as a cited first pass. Keep legal advice, valuation, surveying, accounting, compliance and the accountable management decision with the relevant professional or officeholder.
Team access
Test the workflow on live lease questions.
Professional and building teams can request a one-month no-cost period for up to 100 leases and questions, with a 30-minute setup call and a 30-minute weekly call. Access is reviewed and arranged manually.
