Property Management Operations, Record Keeping and Administration
Systems and records
Operational competence is evidenced by orderly records. A well-run block has: a lease abstract for each unit (term, apportionment, obligations, restrictions); a title and deeds file; a contractor and contract register with insurance certificates and accreditations; a planned maintenance schedule; inspection and health and safety records; consultation files for every s.20 exercise; service charge accounts and budgets; minutes and decisions; and an incident and complaint log.
Statutory information duties
Candidates must distinguish the statutory routes: s.1 and s.2 Landlord and Tenant Act 1985 (tenant may require the landlord's, and the landlord's agent's, name and address); s.21 (summary of costs and inspection); s.21B (withholding pending compliance); s.22 (summary of insurance); s.47 and s.48 Landlord and Tenant Act 1987 (landlord's name and address on demands and notices); and s.166 Commonhold and Leasehold Reform Act 2002 (prescribed form for demanding ground rent).
Data protection
UK GDPR and the Data Protection Act 2018 apply to leaseholder data: lawful basis, privacy notices, data minimisation, retention schedules, secure storage and subject access requests answered within one month (extendable by two months for complex requests). CCTV in common parts needs a lawful basis, signage and a retention policy.
Traps: treating a s.21 summary as something sent only on request (it is due within six months of the period end); releasing one leaseholder's arrears information to another; destroying consultation records too early; confusing an information request with a formal complaint.
Rule of thumb: build one lease file checklist per unit - lease, plan, apportionment, insurance, correspondence, consents - and audit it annually.