Start with a general request
Most questions about a service charge can be answered by asking the managing agent or landlord politely and in writing. You do not need to rely on a particular law to ask a question. Many agents will provide budgets, year-end accounts and explanations of particular costs on request, but a general request does not on its own oblige them to provide every document you ask for.
Things leaseholders commonly ask for include:
- the budget for the current year and how your share has been worked out;
- the year-end service charge accounts or a summary of costs for a particular period;
- details of a particular cost, such as the contractor, what the work was and when it was done;
- supporting information such as invoices, receipts or contracts for specific items;
- the position of any reserve or sinking fund;
- information about the buildings insurance (see our buildings insurance guide).
Check your lease too. Some leases set out how accounts must be prepared, certified or made available.
An example written request
Keep it specific: name the building, the period and exactly what you want. For example:
Dear [managing agent or landlord],
I am the leaseholder of Flat [number], [building name and address]. Please could you provide the following for the service charge year [1 April 2025 to 31 March 2026]:
- a copy of the year-end service charge accounts, or a summary of the costs incurred;
- a breakdown of the [cleaning / communal electricity / repairs] costs shown in the accounts;
- copies of the invoices for [the roof repair in June 2025].
If any of this is not available, please let me know why and when it is likely to be. Thank you.
[Your name, contact details and date]
Keep a dated copy of your request and any reply. If you hear nothing, follow up in writing.
Specific statutory rights in England
Separately from a general request, the Landlord and Tenant Act 1985 gives leaseholders who pay a variable service charge two specific rights. These are formal procedures, so it can help to say in your letter that you are making a request under the relevant section.
Summary of relevant costs (section 21)
You can require the landlord in writing to provide a written summary of the costs incurred, either for the last 12-month accounting period ending before your request or, if accounts are not made up for 12-month periods, for the 12 months ending with the date of your request. The request can be served on the landlord's agent named for that purpose or the person who collects the service charge.
The landlord must comply within one month of the request or within six months of the end of the period covered, whichever is later. Where the costs are shared by more than four dwellings, the summary must be certified by a qualified accountant. A recognised tenants' association can make the request on behalf of members who consent.
Inspecting supporting documents (section 22)
Once you have a summary of costs, you can, within six months of obtaining it, require the landlord in writing to provide reasonable facilities to inspect the accounts, receipts and other documents supporting the summary, and to take copies or extracts. The facilities must be available for two months, starting no later than one month after the request. Inspection itself is free; the landlord may make a reasonable charge for copies. The cost of providing inspection facilities may in some cases be treated as a management cost.
Inspection rights apply to documents supporting the summary, not to every document connected with the building. Failing to comply without reasonable excuse can be a criminal offence, but the practical first step is usually a clear reminder in writing.
Changes that are not yet in force
The Leasehold and Freehold Reform Act 2024 contains provisions that would replace section 21 with new requirements for service charge demands and reporting. When we reviewed the sources for this guide, those provisions were shown as prospective, meaning not yet in force, and we have not identified a commencement date. Check the current position before relying on this section.
If you do not get the information
- Follow up in writing, referring to your earlier request and any statutory section you relied on.
- Use the managing agent's complaints procedure and, where it applies, its redress scheme.
- Consider free guidance from the Leasehold Advisory Service or advice from a specialist solicitor.
- If you have concerns about the charges themselves, see our service charge dispute guide and our explanation of balancing charges.
Not sure where to start? Our Leaseholder Help Centre sets out practical next steps for common concerns.