When it comes to maintaining a block of flats, few topics create as much debate as major works and reserve funds. No one likes the idea of large service charge increases or disruptive building projects but doing nothing is often the most expensive choice a building can make.
It’s easy to see why deferring works feels tempting. Leaseholders are already managing rising costs of living, and the phrase “planned maintenance” can sound like an optional extra rather than an essential investment. However, buildings that postpone maintenance end up paying the price, financially and structurally.
From small issues to big bills
Planned Preventative Maintenance (PPM) reports exist for a reason. They help us spot the hairline cracks before they become full-blown structural problems. But when those recommendations are ignored, what could have been a £2,000 repair can spiral into a £20,000 major works project.
For example, a simple roof repair delayed due to funding concerns can quickly escalate. Water ingress damages communal areas, causes damp in individual flats, and leads to insurance claims, which in turn push up premiums for everyone. The original problem grows, as do the costs, and relationships between residents and managing agents can become strained.
The human side of deferral
While the financial cost of inaction is easier to measure, the emotional cost often goes unnoticed.
Living in a building that’s visibly deteriorating can be stressful and disheartening. Residents start to feel anxious about the safety and future value of their homes. Rumours spread and mistrust builds.
This emotional tension is one of the biggest barriers to cooperation when major works are finally unavoidable. Leaseholders, who are already frustrated by years of delay, can feel blindsided by the size of the bill or sceptical about where the money will go. Communication becomes reactive rather than proactive, and what could have been a planned, predictable process turns into a crisis.
Proactive planning builds confidence
Buildings that follow their PPM reports and maintain realistic reserve funds rarely face these moments of panic. They plan, they budget, and they communicate clearly.
A well-managed block forecasts problems, rather than fire fights when things go wrong. That might mean small, regular increases in contributions to the reserve fund or scheduling phased works across several years. It might also mean explaining, in plain, clear language, why certain jobs are being prioritised and how they’ll prevent larger issues down the line.
Transparency is key. When residents understand that today’s scaffolding could prevent tomorrow’s insurance claim, they’re more likely to support the plan, even if it comes at a cost.
Investing in peace of mind
Ultimately, PPM help protect not only the physical integrity of the building but also the wellbeing of those who call it home as a building that’s cared for consistently is a calmer place to live.
Service charges remain steadier, disputes are fewer, and leaseholders feel reassured that their investment, both emotional and financial, is in safe hands.
In an industry often defined by its paperwork, it’s easy to forget that behind every maintenance plan are real people trying to feel secure in their homes. When managing agents lead with foresight and empathy, they don’t just save money, they build trust, community, and long-term resilience.
So next time the temptation arises to “wait another year” on that roof, guttering, or external decoration remember that the most expensive decision you can make might be the one not to act at all.
