Flat Maintenance Guide: Responsibilities & Costs
A comprehensive guide to flat maintenance in blocks of flats. Understand what is building maintenance, who is responsible for what, the different types of building maintenance, and how building maintenance management keeps your property safe, compliant, and well maintained. Learn how communal maintenance is funded and whether property management includes maintenance as standard.
What Is Flat Maintenance?
Flat maintenance refers to the full range of repair, upkeep, and management activities required to keep a block of flats in good condition. It covers everything from the structural fabric of the building to the communal areas shared by all residents and the individual responsibility each leaseholder has for the interior of their own home. Understanding what is building maintenance in the context of a leasehold block is essential for every flat owner, because it determines what you pay for, what you are responsible for, and what you can expect from your freeholder and managing agent.
In a well-managed block, building maintenance management is proactive rather than reactive. It involves regular inspections, cyclical works programmes, planned replacements of major components, and prompt attention to repairs as they arise. The goal is to protect the fabric of the building, maintain safety standards, preserve property values, and ensure that residents enjoy a clean, safe, and comfortable living environment. Effective flat maintenance requires coordination between the freeholder, leaseholders, and the appointed managing agent.
Does property management include maintenance? Yes. A core function of any professional property management service is the organisation and oversight of building maintenance management. This includes procuring contractors, managing budgets, supervising works, and ensuring that all maintenance obligations under the lease and relevant legislation are met. At Block, maintenance is at the heart of everything we do, from day-to-day building maintenance to long-term capital works planning.
Who Is Responsible for What?
One of the most common questions in flat maintenance is who is responsible for which repairs. The answer depends on the terms of the lease, but the general division of responsibilities in a typical block of flats follows a well-established pattern. Understanding this division is the first step towards effective building maintenance management.
Freeholder Responsibilities
The freeholder is typically responsible for the structure and exterior of the building. This includes the roof, external walls, foundations, guttering, downpipes, communal drainage, and the structural framework of the building. The freeholder is also responsible for maintaining communal areas such as hallways, stairwells, lifts, shared gardens, and car parks. In most cases, the cost of these works is recovered from leaseholders through the service charge.
Leaseholder Responsibilities
Leaseholders are generally responsible for the interior of their own flat. This includes internal walls, ceilings, floors, fixtures, fittings, kitchen and bathroom installations, internal plumbing and electrics from the point of entry, and all decoration within the demised premises. Some leases also place responsibility for internal window faces and the front door with the leaseholder. It is essential to check your lease to understand exactly where your responsibilities begin and end.
Managing Agent Responsibilities
The managing agent acts on behalf of the freeholder or a residents' management company to coordinate and oversee all building maintenance management. This includes arranging inspections, procuring and supervising contractors, managing budgets, ensuring compliance with health and safety legislation, handling emergency repairs, and reporting to leaseholders on the condition of the building. A good managing agent takes a proactive approach to flat maintenance, preventing problems before they arise wherever possible.
For a detailed breakdown of what your managing agent should be doing for your building, visit our managing agent responsibilities guide.
Types of Building Maintenance
Understanding the different types of building maintenance helps leaseholders and freeholders plan effectively, budget accurately, and ensure that nothing is overlooked. Building maintenance management in a block of flats typically falls into three categories: planned maintenance, reactive maintenance, and emergency repairs. Each plays a critical role in keeping the building safe, compliant, and in good condition.
Planned Maintenance
Planned maintenance is scheduled in advance and carried out at regular intervals to prevent deterioration and avoid costly emergency repairs. It includes cyclical redecoration, gutter clearance, roof inspections, servicing of lifts and fire safety systems, and major works such as roof replacement or external rendering. A well-structured planned maintenance programme is the most cost-effective approach to flat maintenance because it extends the life of building components and spreads costs predictably over time. Learn more in our planned maintenance guide.
Reactive Maintenance
Reactive maintenance deals with repairs that arise unexpectedly and need to be addressed as they occur. Examples include a broken communal door lock, a failed light fitting in a stairwell, a cracked window pane, or a minor plumbing leak in a shared area. While reactive repairs are inevitable in any building, a block that relies too heavily on reactive maintenance is usually spending more than it needs to. Our reactive maintenance guide explains how this type of maintenance fits into a broader building maintenance management strategy.
Emergency Repairs
Emergency repairs are urgent works required to protect life, prevent injury, or avoid serious damage to the building. They include burst pipes, gas leaks, major structural failures, loss of power to communal safety systems, and fire damage. A professional managing agent will have a 24-hour emergency response procedure in place and a network of approved contractors who can attend at short notice. For a full explanation of how emergencies are handled, see our emergency repairs guide.
The most effective building maintenance management programmes combine all three types of building maintenance into a single coordinated strategy, ensuring that planned works reduce the volume of reactive repairs, and that emergency procedures are in place for the unexpected.
How Maintenance Is Funded Through Service Charges
In most blocks of flats, the cost of flat maintenance is funded through the service charge. This is an annual charge levied on each leaseholder, calculated according to the terms of their lease, to cover the cost of maintaining the building and its communal areas. The service charge typically covers all elements of communal maintenance, including cleaning, gardening, lighting, lift servicing, fire safety compliance, insurance, and the managing agent's fees.
For major works that fall outside the scope of routine annual budgets, a reserve fund or sinking fund is used. This fund is built up over time through regular contributions from leaseholders and is designed to cover significant expenditure such as roof replacement, external redecoration, or lift modernisation. Without an adequate reserve fund, leaseholders may face large one-off demands when major works become necessary.
The relationship between flat maintenance and service charges is fundamental. Every item of expenditure on the building should be clearly itemised in the service charge accounts, and leaseholders have the right to challenge charges they believe are unreasonable through the First-tier Tribunal. Transparent financial management ensures that leaseholders can see exactly what their money is being spent on and why.
- Day-to-day communal maintenance including cleaning, gardening, and lighting
- Cyclical planned works such as external redecoration and roof inspections
- Reactive repairs to communal areas, building services, and structural elements
- Emergency repair costs when urgent works are required
- Reserve fund contributions for future major works
- Professional fees for the managing agent, surveyors, and specialist consultants
For a full explanation of how service charges work and your rights as a leaseholder, read our service charge guide.
Common Flat Maintenance Issues
Certain flat maintenance issues arise more frequently than others in blocks of flats. Recognising these common problems early and addressing them promptly is a key part of effective building maintenance management. Below are the issues that managing agents and leaseholders encounter most often.
Roof Repairs
The roof is one of the most critical structural elements of any building, and roof defects are among the most common and costly flat maintenance issues. Problems include missing or cracked tiles, failed lead flashings, blocked guttering, and flat roof membrane failures. Left unaddressed, roof defects lead to water ingress, which causes internal damage to ceilings, walls, and electrics. Regular roof inspections as part of a planned maintenance programme can identify problems before they become serious. Read our roof repairs guide for more detail.
Damp and Mould
Damp and mould are persistent issues in many blocks of flats, caused by a combination of condensation, inadequate ventilation, penetrating damp from building defects, and rising damp in older properties. Mould growth can pose serious health risks and must be dealt with promptly. Effective flat maintenance addresses both the symptoms and the underlying causes, which may include repairing the building envelope, improving ventilation, and advising residents on managing condensation. Our damp and mould guide covers this topic in full.
Windows and Glazing
Window maintenance is a shared concern in many blocks. Depending on the lease, the freeholder may be responsible for the external frames and glazing units while the leaseholder maintains the internal faces. Common issues include failed double-glazing seals, rotten timber frames, draughts, and condensation between panes. Window replacements on a block-wide scale are significant capital projects that require careful planning, budgeting through the reserve fund, and compliance with building regulations and planning permissions where applicable.
Lifts
Lift maintenance is a major ongoing cost in blocks of flats with passenger lifts. Regular servicing, safety inspections under the Lifting Operations and Lifting Equipment Regulations (LOLER), and eventual modernisation or replacement are all essential parts of building maintenance management. Lift breakdowns cause significant inconvenience, particularly for elderly or disabled residents, and can raise serious health and safety concerns. A planned maintenance contract with a specialist lift engineering firm is the standard approach to managing this critical building component.
Communal Areas
Communal maintenance covers the upkeep of all shared spaces within and around the building, including entrance halls, corridors, stairwells, bin stores, car parks, shared gardens, and cycle stores. Regular cleaning, cyclical redecoration, fire safety compliance including emergency lighting and fire door maintenance, and general repairs to flooring, lighting, and door entry systems are all part of keeping communal areas safe, presentable, and functional. The standard of communal maintenance is one of the most visible indicators of how well a building is managed.
Addressing these common issues proactively through a structured building maintenance management programme reduces long-term costs, protects property values, and ensures that the building remains safe and comfortable for all residents.
The Role of the Managing Agent
The managing agent plays a central role in flat maintenance and is responsible for ensuring that the building is maintained to the standard required by the lease, relevant legislation, and good practice. Does property management include maintenance? Absolutely. Maintenance is the single most important function of a professional managing agent, and the quality of building maintenance management is the primary measure by which a managing agent should be judged.
At Block, our approach to flat maintenance is built on three principles: prevention, transparency, and value. We develop tailored planned maintenance programmes for every building we manage, carry out regular inspections to identify issues early, and use a network of vetted contractors to ensure that all works are completed to a high standard at competitive prices. Every maintenance decision is documented and reported clearly to leaseholders and freeholders.
- Regular building inspections and condition surveys
- Tailored planned maintenance programmes for each building
- Procurement and supervision of all maintenance contractors
- 24-hour emergency repair response service
- Compliance with fire safety, health and safety, and building regulations
- Transparent reporting and budgeting for all maintenance expenditure
- Reserve fund planning for future major works
- Clear communication with leaseholders on all maintenance matters
For a full overview of what a managing agent should be delivering, visit our managing agent responsibilities page. If your current managing agent is not meeting the standards you expect, our building maintenance team is ready to help.
Frequently Asked Questions About Flat Maintenance
Who is responsible for repairs in a block of flats?
Responsibility for repairs in a block of flats is divided between the freeholder, the leaseholders, and the managing agent. The freeholder is typically responsible for the structure and exterior of the building, including the roof, external walls, foundations, and communal areas such as hallways, stairwells, and shared gardens. Leaseholders are generally responsible for the interior of their own flat, including internal walls, fixtures, fittings, and decorations. The managing agent acts on behalf of the freeholder or a residents management company to organise, procure, and oversee maintenance and repairs. The exact split of responsibilities is defined in each individual lease, so leaseholders should check their lease carefully to understand what falls within their obligation and what is the responsibility of the freeholder or managing agent.
What are the legal requirements of property maintenance?
Landlords and freeholders have a legal duty to maintain the structure and exterior of the building under Section 11 of the Landlord and Tenant Act 1985. This includes keeping in repair the roof, external walls, gutters, drains, external pipes, installations for the supply of water, gas, electricity, and sanitation, and installations for space and water heating. The Defective Premises Act 1972 also requires landlords to take reasonable care to ensure that people who might be affected by defects in the property are safe from personal injury or damage to their property. Under the Building Safety Act 2022, higher-risk residential buildings have additional compliance requirements. Failure to meet these legal obligations can result in enforcement action by local authorities, claims for disrepair, and potential penalties. Managing agents must ensure that buildings in their care comply with all relevant legislation and that maintenance is carried out to the required standard.
How long does a landlord have to do maintenance?
There is no single statutory timeframe that applies to all maintenance, but the law requires landlords to carry out repairs within a reasonable period after being notified of the issue. What counts as reasonable depends on the nature and urgency of the repair. Emergency repairs that affect health and safety, such as a gas leak, loss of heating in winter, or a burst pipe, should be addressed within 24 hours. Urgent repairs, such as a faulty entry system or a significant roof leak, should typically be dealt with within a few days. Routine maintenance tasks, such as redecorating communal areas or replacing worn flooring, may reasonably take weeks or months to schedule and complete. If a landlord or managing agent fails to carry out maintenance within a reasonable time, leaseholders can apply to the First-tier Tribunal for an order compelling the work to be done, or seek remedies through the courts.
What repairs are leaseholders responsible for?
Leaseholders are typically responsible for all repairs and maintenance within the demised premises, meaning the interior of their individual flat. This usually includes internal plaster and decoration, floor coverings, internal doors and frames, kitchen and bathroom fittings, internal plumbing and electrical wiring from the point of entry into the flat, and any fixtures and appliances they have installed. Some leases also make leaseholders responsible for the internal faces of external windows and the front door to the flat. Leaseholders are generally not responsible for the structure, exterior, or communal areas of the building, as these fall to the freeholder. However, the cost of maintaining these shared elements is typically recovered from leaseholders through the service charge. It is essential to check your lease, as the precise demarcation of responsibilities varies from one lease to another.
Does paint come under wear and tear?
Yes, the gradual deterioration of paintwork through normal use is generally considered fair wear and tear. Over time, painted surfaces will naturally fade, scuff, and show signs of ageing, and this is expected. In the context of a leasehold flat, the leaseholder is usually responsible for maintaining internal decoration, including repainting walls and woodwork within the flat as part of normal upkeep. In communal areas, the cost of cyclical redecoration is typically borne by all leaseholders through the service charge and is programmed as part of a planned maintenance schedule. However, damage to paintwork caused by negligence, misuse, or failure to maintain adequate ventilation, such as mould caused by persistent condensation, would not be classified as fair wear and tear and the person responsible for the damage may be liable for the cost of repainting.
What is included in apartment maintenance?
Apartment maintenance covers all the activities required to keep a flat and its building in good repair, safe, and habitable. Within an individual flat, maintenance includes the upkeep of internal walls, ceilings, and floors, plumbing and electrical systems, heating equipment, kitchen and bathroom fittings, and internal decoration. At the building level, apartment maintenance encompasses the structural elements such as the roof, external walls, and foundations, as well as communal areas including hallways, stairwells, lifts, car parks, and shared gardens. It also covers building services such as fire safety systems, door entry systems, communal lighting, drainage, and waste management. In a managed block of flats, these tasks are coordinated by the managing agent and funded through the service charge. A comprehensive maintenance programme will include planned preventative maintenance, reactive repairs as issues arise, and emergency response procedures for urgent situations.
Need Help With Flat Maintenance?
Whether you need professional building maintenance for your block, advice on building maintenance management, or help understanding your managing agent's responsibilities, Block is here to help. Our experienced team delivers effective flat maintenance across hundreds of buildings nationwide.