As 2025 approaches, one of the best ways that property managers can prepare for the year ahead is by taking stock of all the assessments, certifications and other statutory tasks that must be done for the buildings they are responsible for, and making a plan to proactively handle them before deadlines creep up.
These are the biggest recurring tasks that you need to be aware of that might be due for your building this year, and that you need to prepare for to stay on the right side of the law—and your residents.
1. Fire Risk Assessments (FRAs)
Fire Risk Assessments don’t have a legally mandated deadline for when they must be reviewed, so property managers must proactively check to make sure that buildings they’re responsible for aren’t subject to dangerous fire risk.
Legally, FRAs must be done if there’s a reason to think the previous one is no longer valid, or if there have been significant changes to the building (from structural changes to cosmetic, fitting-related changes) since the assessment was done. Government guidance suggests that FRAs should be reviewed on an annual basis for high-risk buildings and every two years for lower-risk buildings. Take some time this month to check when your last FRAs were completed to see if a review or renewal is needed in 2025.
2. Electrical Installation Condition Reports (EICRs)
Electrical safety is another critical area for your attention. EICRs get highlighted most for letting agents, but property managers in charge of communal areas in buildings need to keep an eye on EICRs as well. EICRs assess the condition of electrical installations, identifying deficiencies that could pose a risk to residents.
EICRs must be renewed every five years, but watch out—legislation affecting the due dates of EICRs was altered in 2020, so 2025 is going to be the year in which the highest proportion of the UK’s buildings will need one. Book yours in early in 2025 to get ahead of the crowd and avoid shortages of certified assessors who can complete the reports which will undoubtedly come later on in the year.
3. Legionella Risk Assessments
Legionella bacteria thrive in water systems, posing serious health risks to anyone who uses them. This will be something that property managers in charge of high-risk systems will be well aware of, as they may have to do Legionella Risk Assessments every few months. However, for property managers in charge of low-risk systems, this kind of risk assessment is one that can easily fly under the radar.
Legally, Legionella Risk Assessments must be done at least every two years, or as soon as there is a significant change in the water system. Double-check the due dates for your buildings to ensure that you won’t miss the the required deadline for this crucial assessment in 2025.
4. Reinstatement Cost Assessments (RCAs)
Buildings insurance has been a hot topic in the residential block sector in 2024, as insurance rates have climbed steadily since a higher awareness has been placed on building safety and the number of unsafe buildings across the country. Guard against under- or over-insuring your buildings by getting an accurate Reinstatement Cost Assessment.
An in-person RCA completed by a trained professional can tell you accurately about the value of the insurance coverage you need for your assets, which can dramatically lower the costs you will need to recover from occupiers via the service charge. The Royal Institution of Chartered Surveyors (RICS) advises that RCAs be completed every three years, so make sure you get yours done in a timely manner to deliver savings to your occupiers—and customer satisfaction to your business.
5. Planned Preventative Maintenance (PPM) Schedules
Scheduling regular maintenance for every part of a building—from gutter clearance and gardening to boiler maintenance—can eat up a big chunk of a property manager’s working week. Take the time to see if you can automate any of these tasks ahead of the new year. Whether that’s setting up automatic reminders before tasks are due, or even finding ways to automatically schedule appointments with your contractors, this can be a big time saver for you in 2025.
How to take action for 2025
- Schedule your assessments early: In the UK, contractors are increasingly in demand due to skill shortages. Book appointments well in advance of your building’s due dates to avoid last-minute delays from causing non-compliance.
- Maintain comprehensive records: Keep a detailed audit trail of all assessments, certifications, maintenance and remedial actions taken in your building. If your current audit trails are not already organised, take some time over the winter season to make sure they’re up to scratch to future-proof your work.
- Stay informed on regulatory changes: Key legislative changes in housing and block management are expected in 2025. The Government has committed to enacting the Regulation of Property Agents (RoPA), and secondary legislation supplementing the Leasehold and Freehold Reform Act (LFRA) is certainly on the way in the coming months. Staying on top of legislative news will prepare you for changes to come.
- Communicate with your stakeholders: Keep residents, leaseholders, and other stakeholders informed about upcoming assessments and maintenance activities. Having a solid Resident Engagement Strategy (RES) is the first step in managing expectations and fostering cooperation.
Proactively address key recurring assessment tasks to make sure your properties remain safe, compliant, and well-maintained as we move into 2025. Prioritise these assessments and maintenance activities to not only fulfill legal obligations but also enhance the quality of living for all residents in your buildings.
Author:
Joe Goss MTPI, Business Development Director at Fixflo.
