A new kitchen, a dog and a subletting question
In the same week, one leaseholder wants to knock through a kitchen wall, another wants to replace carpet with wooden floors, a third asks if they can keep a dog and a fourth wants to let their flat on a short-term basis. Each one emails the property manager. Each needs something different: plans, a surveyor's view, the freeholder's or directors' decision, possibly a solicitor.
The property manager asks for more information, forwards the request, chases the response, and in between forgets which stage each one is at. The leaseholder chases too, often while their builder is waiting.
Why consent requests go round in circles
The lease and the block's regulations decide what needs consent and who gives it, and that differs from block to block. So there is no standard process, just a property manager working it out from the lease each time.
Requests usually arrive incomplete. Without drawings, flooring specifications or a pet description, nothing can be decided, and the first round of emails is spent getting basic information. After that, the request moves between parties with no single place showing where it has got to.
What that costs you and the block
Leaseholders grow frustrated, and some go ahead without consent, which creates bigger problems later: noise complaints about new flooring, disputes over structural work, or a sale held up because consent was never recorded.
Fees for handling consents are sometimes forgotten, and the conditions attached to a consent are hard to find when a neighbour complains years later.
The consent request tracker we build
We build a tracker that manages the admin around consent requests. It does not interpret leases or give legal advice; it follows the rules and approval routes you set for each block.
- Request forms by type: alterations, flooring, pets, subletting and other common requests each have a form asking for the documents your process needs, such as plans or specifications.
- Block rules: for each block you record which request types need consent and who decides, for example directors, the freeholder, or a surveyor first. The form routes accordingly.
- Fees: where your firm or the freeholder charges for handling a request, the fee is taken by card before the request moves forward.
- Approval route: the request goes to each party in turn with the documents attached. Each can approve, decline or add conditions, and the leaseholder sees the current stage.
- Consent record: once decided, the outcome and any conditions are stored against the flat, with the documents, so they can be found later.
- Reminders: requests that sit with one party too long trigger a reminder to them and a flag to the property manager.
| Request type | Typical documents asked for | Who decides |
|---|---|---|
| Structural alterations | Plans, contractor details | Set per block, often freeholder with surveyor input |
| Flooring change | Specification of flooring and underlay | Set per block |
| Pet | Type and description of animal | Set per block, often directors |
| Subletting or short lets | Proposed arrangement | Set per block and lease |
How the process feels afterwards
Leaseholders submit complete requests the first time and can see where theirs stands. Property managers stop acting as a relay between parties and simply monitor the queue. Directors or freeholders get requests in a consistent format with everything attached.
Years later, when a neighbour complains about noise from wooden floors, the consent and its conditions are on file for that flat.
Signs this is your situation
- Consent requests arrive by email with information missing.
- Property managers are unsure which stage each request has reached.
- Handling fees are sometimes forgotten.
- Past consents and their conditions are hard to find.
- Leaseholders have gone ahead with works without waiting for a decision.