Frequently Asked Questions

  • What accounting is included in the service charge?
    • We include:
      • the budget accounting,
      • allocating service charge payments,
      • dealing with any arrears up to the point of instructing Solicitors,
      • preparing information to hand to your chosen accountant,
      • reconciling of accounts as required and for end of financial year, and
      • submitting audited accounts to Companies House.
    • We do not include:
      • costs to prepare the end of financial year audited accounts (via a qualified and certified accountant) that will be submitted to Companies House.
  • What is your Company Secretary fee?

    £300 + VAT

  • What are your proposed annual increases?
    • This will vary on a case by case basis and be dependant on the demands from the property.  We will review and agree increases with you when working on the budget for the following financial year.
  • Can we use our own choice of contractors?
    • You can be as involved as much as you wish with the upkeep of your block and estate.
    • We have an extensive range of experienced, trustworthy and reliable contractors that have worked with us for many years.
    • You are under no obligation to use them.
    • We are happy to use your appointed contractors, but we normally prefer to use our own so we can take responsibility for the quality and scheduling of the work.
  • Is the Fire Risk Assessment report (yearly), Smoke & emergency lighting checks (6 monthly) and EICR – Electrical Condition Report (5 yearly) included in the service charge?
    • We do not include the Fire Risk Assessment report (yearly),  Smoke & emergency lighting checks (6 monthly) and EICR – Electrical Condition Report (5 yearly) in the service charge. These professional inspections are charged additionally.
    • Within our service charge fee, we do include:
      • all of our site visits, our site general inspections and site reports,
      • all ARMA and legislation information changes to be incorporated and
      • newsletters to Directors with this information as it happens.
  • Our financial year begins in April. Is this a problem?
    • This is not a problem. Our software system will pick this up from Companies House.
    • Shortly after you appoint us, we will organise your AGM to get things under way and to ensure all your financial information is known and aligned to our system.
  • Do you know how much notice we need to give to our existing managing company and will you deal with all aspects of the change?
    • Notice to your existing management company is normally 3 months.
    • You will need to check your contract with them to confirm this.
    • We deal with all aspects of the handover/ takeover apart from your letter of notice.
  • When units are sold is there a cost to the seller for an information pack from the managing agent?
    • For the full LPE2 pack, we charge a fixed price of £300 + VAT. This includes:
      • the Solicitor’s enquiry form completed;
      • Statement of account; estimate/ budget for the year;
      • last 3 years of audited accounts;
      • Fire Risk Assessment Report;
      • Health & Safety Report;
      • Asbestos Report (if applicable);
      • Insurance Certificates;
      • Major Work information if applicable; and
      • the welcome pack.
    • If a more basic level of information is required, we charge a fixed price of £150 + VAT for the LPE1 pack.
  • Do you have experience working with old buildings?
    • Yes, we have 40+ years of experience working with buildings of all ages.
    • Listed buildings are judged to be of national importance in terms of architectural or historic interest and included on a special register, called the List of Buildings of Special Architectural or Historic Interest.
    • We work with listed buildings, buildings and structures in conservation areas and heritage buildings.
  • Do you acknowledge all emails received and have a time frame within which to answer them?
    • The HC Group is very big on communication. It is the lifeline and key to all good businesses.
    • We aim to acknowledge all emails within 24 hours.
    • Ordinarily we will be able to answer your query with our first email.
    • Our software will allow you certain access to review budgets, accounts, maintenance, etc.
    • We are hoping this additional level of communication is innovative and will form part of our USP.
  • Are you available to take occasional phone enquiries?
    • We understand that we need to be available to you whenever you feel you need to discuss issues.
    • We welcome your phone enquiries as well as communication via emails.
  • Do you have a 24 hour emergency number?
    • Our 24 hour emergency contact number is 0118 338 8794.
    • Our phone system is interconnected through our mobile phones via an app so we all have access to calls and client information at all times.
  • Do you charge a Project Management fee?
    • We charge a project management fee for any complex works valued at over £1000.
    • This is subject to discussion and agreement with you prior to invoicing.
    • This is to ensure the works are organised under appropriate risk assessments, health and safety guidelines and within the quoted work schedule.
  • How are our bank accounts set up and how are they kept secure and safe?
    • We set up separate, segregated and dedicated Client Accounts with our bank, who provide a secure and assured service.
    • Our software will be automatically linked to the accounts system allowing your money to your site with daily reconciliation.
    • According to ARMA, we are not required to be members of CMP, but it is something we feel is important to provide you with an increased level of professional services and assurance.
  • Do you have an emergency contact number?
    • Our 24 hour emergency contact number is 0118 338 8794.
    • Our phone system is interconnected through our mobile phones via an app so we all have access to calls and client information at all times.