Appointment

Our standard contract can be adapted to suit individual requirements and is available on request.

Fees are payable to S.R. Wood & Son (Property Management) Ltd by the client; the level depends on the scope of work involved.

A competitive quotation can be supplied on request.

Financial Management

We regard financial management as a key part of our role in protecting your investment. Services include:

1. Preparing a detailed Annual Service Charge Budget for client approval and invoicing lessees in accordance with their leases; undertaking credit control and, if necessary, instructing solicitors.
2. Invoicing and credit control of ground rents where required.
3. Day-to-day administration of client bank accounts and, where appropriate, placing funds on deposit to maximise returns.
4. Assisting with preparation of Annual Accounts for filing with Companies House.
5. Providing a full Company Secretarial Service if required.

Assignments of Leases and Notices

When property sales occur we can provide the following support:

1. Answer solicitors’ enquiries.
2. Provide Service Charge Statements for the relevant unit.
3. Liaise with developers and solicitors when applicable.
4. Issue share certificates where necessary.

Site Inspections

We carry out regular site inspections at varying times of day. Visits are used to inspect the site and to meet residents/lessees to discuss any issues or lease breaches.

The Way Forward

We hope this information helps you consider appointing our company. The process is straightforward.

If you have an existing managing agent, there will usually be a notice period to terminate their appointment.

On serving notice we liaise with the outgoing agent to ensure a smooth transition, and we undertake a detailed inspection to identify repairs, quality of service and value for money from current providers.

Provision of Insurance

We use independent insurance intermediaries to obtain competitive quotes and suitable cover. Typical policy types include:

1. Directors and Officers Liability Insurance.
2. Buildings Insurance.
3. Public Liability Insurance.
4. Engineering Insurance.

We handle claims by liaising with brokers and loss adjusters and can arrange rebuild valuations. We also maintain Professional Indemnity Insurance.

Maintenance

We pride ourselves on the appearance and upkeep of properties under our management. Proper maintenance helps preserve capital value and the desirability of the development.

To preserve independence and transparency we do not use in-house contractors. Our approach includes:

1. Obtaining value-for-money quotes — not necessarily the cheapest, but those offering the best value and service.
2. Agreeing frequency and specification of works with clients prior to appointing contractors so these align with the Service Charge Budget.
3. Vetting and appointing local independent tradespeople we trust.
4. Obtaining and seeking client approval for quotations for repairs within agreed limits.
5. Instructing contractors for major works and monitoring progress to completion.
6. Negotiating Mechanical & Engineering maintenance contracts as required.

Communication and Meetings

Effective communication is central to our service. We aim to respond promptly and provide timely, relevant information in your preferred format (email, post or telephone).

We attend a range of meetings each year, including:

1. Directors’ meetings to update on management, finances and resolve issues.
2. Company meetings (AGMs/EGMs) for appointments, statutory compliance and voting on matters.

Breaches of Leasehold Obligations

Occasionally lessees fall into breach of their lease obligations (e.g., washing on balconies, unauthorised parking, estate agent boards, noise). We manage these by:

1. Identifying and logging breaches during site inspections.
2. Investigating and recording reported breaches.
3. Advising residents, reporting to Directors and monitoring the situation until resolved.