Reactive Maintenance for Blocks of Flats
Fast, reliable reactive maintenance that keeps your building safe and fully operational, with emergency repairs handled around the clock.
Reactive maintenance is the unplanned repair work that responds to breakdowns, faults, and unexpected issues as they occur in a building. From a burst pipe flooding a communal hallway to a boiler failure leaving residents without heating, these are the problems that cannot wait for a scheduled visit. At Block, our reactive maintenance service ensures that every reported issue is logged, assessed, and resolved as quickly as possible, minimising disruption for leaseholders and protecting your property from further damage.
Whether you manage a small residential conversion or a large development, having a dependable system for handling reactive building maintenance is essential. We work with a network of vetted, reliable contractors who can respond at short notice to carry out communal repairs and emergency repairs across all building systems. As part of our wider block management services, reactive maintenance is fully coordinated alongside planned maintenance, building maintenance, and financial administration to provide seamless property maintenance for every building we manage.
Common Reactive Maintenance Issues in Blocks of Flats
Reactive maintenance in a block management context covers a wide range of unplanned repairs. The types of issues we handle most frequently through our reactive maintenance service include:
Every issue reported to us is logged in our property management system with full details, photographs where available, and a clear audit trail. This ensures nothing falls through the cracks and that leaseholders can see exactly how their managing agent is handling repairs on their behalf.
How We Handle Reactive Repairs
Our approach to reactive maintenance is built on clear processes, fast response times, and strong contractor relationships. When a fault is reported by a resident, leaseholder, or identified during a site inspection, we follow a structured process to ensure the issue is resolved efficiently:
- Issue reported via phone, email, or online portal and logged immediately
- Fault assessed and categorised by urgency - emergency, urgent, or routine
- Appropriate vetted contractor instructed with clear scope of work
- Resident and leaseholder kept informed of progress and timescales
- Work completed, inspected, and signed off by our property manager
- Full record maintained for service charge transparency and audit purposes
For emergency repairs that pose an immediate risk to health, safety, or the building fabric, we operate a 24/7 emergency response line. Our out-of-hours service ensures that critical issues such as major water leaks, power failures, and security breaches are dealt with immediately, day or night. This round-the-clock capability is a core part of our reactive maintenance service and gives residents peace of mind knowing help is always available.
Balancing Reactive and Planned Maintenance
Effective building maintenance requires a balance between reactive and planned approaches. While reactive maintenance deals with problems as they arise, a strong planned maintenance programme reduces the frequency and severity of unexpected failures. Buildings that rely solely on a reactive approach often face higher long-term costs, more frequent disruption, and accelerated deterioration of key systems.
At Block, we develop comprehensive maintenance strategies for every building we manage. This includes scheduled servicing of boilers, lifts, fire safety systems, and communal infrastructure alongside robust systems for handling reactive building maintenance when the unexpected occurs. By investing in preventative care, we aim to reduce the volume of communal repairs that fall into the reactive category, keeping costs down and buildings in better condition over time.
However, no amount of planning can eliminate all breakdowns. That is why our reactive maintenance service is designed to be fast, efficient, and fully transparent. When something does go wrong, leaseholders and residents can trust that we will handle it professionally, from first report through to completion.
Reactive Maintenance Costs and Service Charges
The cost of reactive maintenance is typically recovered from leaseholders through the annual service charge. Because reactive repairs are unplanned by nature, managing these costs effectively is a key responsibility of any competent managing agent. We control reactive maintenance expenditure by obtaining competitive quotes from vetted contractors, ensuring work is scoped correctly before it begins, and verifying that completed repairs meet the required standard before authorising payment.
Transparency is central to how we manage service charge funds. Every reactive repair is documented with the nature of the fault, the contractor used, the cost incurred, and the outcome achieved. Leaseholders receive clear, itemised accounts so they can see exactly how maintenance budgets are being spent. Where a major reactive repair is required that exceeds normal budgets, we communicate with leaseholders promptly and, where necessary, follow the Section 20 consultation process for qualifying works.
A well-funded reserve fund is one of the best ways to manage the financial impact of unexpected reactive building maintenance. We advise all buildings we manage to maintain an adequate reserve to cover unforeseen repairs without the need for emergency levies, protecting leaseholders from sudden, large bills. For a detailed discussion of your building's maintenance needs, please get in touch or call us on 0161 371 7190.
Frequently Asked Questions About Reactive Maintenance
What does reactive maintenance include?
Reactive maintenance includes any unplanned repair or maintenance work carried out in response to a fault, breakdown, or reported issue. In a block of flats, this covers emergency repairs such as burst pipes, boiler failures, broken entry systems, lighting failures, roof leaks, and damage to communal areas. The work is carried out as needed rather than on a scheduled basis, with the aim of restoring the affected system or area to full working order as quickly as possible.
What is a reactive approach to maintenance?
A reactive approach to maintenance means responding to problems as and when they occur, rather than carrying out work on a predetermined schedule. When a fault is reported by a resident, leaseholder, or detected during an inspection, the managing agent arranges for the appropriate contractor to attend and carry out the repair. While planned preventative maintenance aims to reduce the likelihood of breakdowns, reactive maintenance ensures that unexpected issues are dealt with promptly and effectively.
What is the difference between planned maintenance and reactive maintenance?
Planned maintenance is scheduled work carried out at regular intervals to prevent breakdowns and extend the life of building systems, such as annual boiler servicing, gutter clearing, and decorating cycles. Reactive maintenance is unplanned work triggered by a specific fault or failure that requires immediate attention. Both approaches are essential for effective building management. A well-managed block will have a robust planned maintenance programme to minimise the need for reactive repairs, but will also have systems in place to handle reactive issues quickly when they arise.
What are the costs of reactive maintenance?
The costs of reactive maintenance vary depending on the nature and urgency of the repair. Minor repairs such as replacing a light fitting or fixing a door lock may cost relatively little, while major issues such as boiler replacements, roof repairs, or emergency plumbing work can be significantly more expensive. Reactive maintenance costs are typically recovered from leaseholders through the service charge. A well-managed reserve fund and a proactive planned maintenance programme can help reduce unexpected reactive costs over time.
What are the advantages of reactive maintenance?
The main advantages of reactive maintenance are speed and flexibility. It allows managing agents to respond immediately to urgent issues that could affect resident safety, comfort, or the integrity of the building. Reactive maintenance ensures that problems are not left unresolved and that the building remains safe and functional at all times. When combined with a strong planned maintenance strategy, reactive maintenance provides a complete safety net that protects both the property and its residents.
Need Reliable Reactive Maintenance for Your Block?
Get in touch for a free, no-obligation discussion about your building's reactive maintenance needs. Our team provides fast emergency repairs and expert property maintenance you can rely on.