service charge accounts request landlord tenant act1985 property management guideIn terms of what is a service charge budget at a property, then this is a way of predicting what the shared costs are between different tenants for maintaining and servicing the communal shared areas of a property that a landlord is responsible for.

Often completed every year, it is a plan of future expenditure to be divided between occupiers.

And in terms of a good example of a service charge budget, you can look at your own monthly finances towards, say, eating and food.

So, your monthly food budget might comprise of regular supermarket shopping, one-off convenience store purchases, and restaurant and take-away meals.

Each month of course these actual costs do differ, both your total outlay, and then each element. It may be that the total stays about the same but the split changes, so although you over-spend on your eating-out part there is an under-spend on the main supermarket shop.

Applying this principle to a property service charge, the landlord may budget £800 per month made up of £400 repairs and maintenance, £120 cleaning and gardening, and then £80 towards the electricity and fire compliance. This is just a budget which in reality may change for the better or worse.

Although you might not have seen the full £120’s worth of cleaning and gardening, this might have been cut back because there was a larger fire-alarm cost that was unbudgeted for.

So, even though you may not have seen a tangible service does not mean that firstly the original budget was a fair estimate at the start, and secondly that you need to wait until the end of the period and the actual fixed reconciliation to see the true picture.

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The Procedure to Prepare and Set Service Charge Budgets

The process of setting a service charge budget is simple in principle, but harder in reality to get right - we have 5 key questions here.

You need to begin by looking at what actual expenditure costs are at the property, and then reviewing to see if they should still continue with new reviewed prices (we have 10 service charge principles detailed here).

Then look into the future and see if you can bring in say a sinking or reserve fund to accrue monies for future expenditure, and any one-off issues that are predicted in the next year.

Finally you then form the right structure of these costs in various schedules that different tenants benefit from and pay towards, often apportioned on an area basis.

When looking at how to prepare service charge budgets, it’s ideal to begin with a template of typical schedules and types of expenditure, and then slowly go through and make sure it applies to the property in question.

Excel spreadsheets are good for these as you can easily amend both the structure and numbers in the budget, including links between different sheets of say service charge expenditure against the apportionment between tenants.

A service charge budget reports should then finally present things, along with an overview of the property and services, and detailed explanation of how the service charge budget is formed and various expenditure headings with an overview and budget cost.

checklist small property management guideCLICK HERE to immediately download a Fact Sheet summarising the 5 key questions about property service charges and budget 

Three Key Service Charge Budget Lessons

Therefore, to some degree the original budget needs to be stuck with until the true facts are known, however, here are three ways to help move things along in the meantime:

1. The Landlord or Their Managing Agent Should Explain What These Actual Costs Are, and When the Actual Reconciliation and Accounts Will be Issued

So, this service charge budget should be issued every year well in advance of it commencing showing what the planned expenditure and split is for the year.

If they don’t have actual figures to-hand yet, then a good Property Manager should have a feel for it anyway, so chatting through can often help you get the bottom-line facts.

This is particularly important for those buying a property with a service charge in place, and literally picking up the phone to the current agent and asking them what the reality is as opposed to the theoretical budget, and can save solicitor’s fees going around the houses trying to answer this.

2. Know a Tenant’s Right for Information and Communication, and How to Apply This

With residential properties there will be more rights, for example to have accounts issued within certain time periods, rights to be notified of high one-off or on-going qualifying works, rights to request information and actual accounts, and even rights to withhold monies if a notice hasn’t been correctly issued.

Check the leases for any specific requirements, particularly with commercial property, and also any good-practice that any landlord or agent should be going by.

3. When Things Are Not Working Out, Start Taking Action

But make sure this is the right and legal action.

So, for example, a tenant will instinctively want to withhold some or all of the service charge when in actual fact it’s probably worth looking at options like requesting information as above, or maybe longer term options like Rights To Manage or Enfranchisement for residential properties.

Two words of caution here though for tenants; first is to be fair and always pay at least some or the majority of the money, as although it’s tempting to pay nothing to prove a point, if everyone did this then there would literally be no money in the service charge to pay even normal undisputed costs like insurance and fire-compliance.

Secondly, only look at the threat of things first, and still be amicable yet clear and concise, as this will often prompt action rather than getting carried away with solicitors who can easily rack-up costs and delay things as people start having points to prove.

So, issue notice before formally speaking with an advisory body, or go through the complaints process of the company, or report the matter to their regulatory body.

5 Key Principles to Service Charges

Here's a video explaining the 5 key points about property service charges, with budgets being an essential one of these (full resource available here).

Clarifying Property Service Charge Budgets

As you ponder on often complex schedules and accounts trying to explain what the service charge budget is for the next year, then start with the basic principles of what it’s trying to achieve.

In short, a way of sharing costs for the shared communal areas of a commercial or residential property.

They should be both reasonable in number and value, but also fairly apportioned between different tenants through schedules and an apportionment matrix.

And most importantly, they’re only an estimate of future costs, with the final year-end service charge reconciliation accounts then eventually reflecting reality and forming a balancing service charge debit or credit.

If you want to go further, there are service charge training courses and management schemes available, as the real skill is in marrying up financial accounting with real-life services and maintenance at a property interest.

Also, check what regulatory and support bodies like RICS have further explanations and even support to really make sure the service charge budget for your property truly makes sense and is fair.

Need More Help?

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