Whether you intend to live in your property as an owner-occupier or to let it out to tenants, property management is extremely important. In particular, whether you are complying with the rules of the building or the block of flats (sometimes referred to as building or estate regulations) and the obligations under the head lease, whether you have made unauthorised alterations or changes, and whether the equipment and facilities are being used correctly—these are matters where “I didn’t know” is not an excuse. Failing to comply may result in situations where the developer’s warranty becomes invalid or the insurance cover is refused. For this reason, it is essential to understand these responsibilities in advance.
Furthermore, if you are letting the property, you will also assume legal and contractual obligations under the tenancy agreement. It is therefore necessary for landlords to have a certain level of knowledge when managing their property.
Just as in Japan, most apartment buildings or blocks of flats in the UK have their own rules and regulations. These vary depending on the building, but below are some common examples. It is particularly important to note that newly built or modern developments often have different rules from period or older buildings.
In some cases—especially in listed or conservation areas—changes to the exterior such as replacing windows or repainting façades are prohibited unless permission is obtained from the freeholder (landowner or building owner) or the local council. This is especially common with period properties.
Although less common nowadays, in certain older properties, carpets are required to reduce noise or vibration to the flat below.
In many buildings, whether new or old, it is prohibited to dry laundry on balconies or in gardens if they are visible from the street.
In many developments, residents are not allowed to leave personal belongings outside their front doors. Items such as shoes, shoe cabinets, bicycles or pushchairs must not be placed in corridors for fire safety reasons. All belongings must be kept inside the flat.
Some leases prohibit keeping pets. Always check the building rules before acquiring one.
Depending on the equipment and facilities in the property, regular inspections, maintenance and safety certification may be legally required. Failure to carry these out can amount to a legal offence, and can also invalidate insurance or the developer’s warranty. Below are common examples. At Benham & Reeves, we ensure that such checks are arranged on behalf of landlords so that no statutory duty is neglected.
Under UK law, landlords are legally responsible for maintaining rental properties to a safe and habitable standard. This includes:
1. Structure and exterior – Roofs, external walls, drains, gutters, external pipes.
2. Installations and utilities – Water, gas, electricity supply, sanitation, hot water and heating systems.
3. Safety – Ensuring the entire property is safe to live in, particularly regarding electrical and gas safety.
4. Fitness for human habitation – The property must be free from serious damp, mould, poor ventilation or defective drainage, and must not endanger the tenant’s health.
In addition to statutory obligations, landlords are responsible for repairing and maintaining fixtures, fittings and any appliances provided under the tenancy. This includes fitted appliances (dishwasher, waste disposal, oven, microwave, wine cooler, etc.), small appliances (kettle, toaster, vacuum cleaner, iron, TV, etc.), as well as boilers, HIUs, MVHR units, air-conditioning, internet connections (if included), laundry machines, control systems, and video entry systems. Furniture provided with the property is also included.
If damage or loss occurs due to the tenant’s negligence or misuse, the tenant bears some liability. However, landlords cannot usually demand the full cost of brand-new replacements. Claims must reflect the item’s depreciation and expected lifespan. Fair wear and tear (natural ageing and use) cannot be charged to the tenant. At Benham & Reeves, we advise landlords in line with legislation and case law, ensuring fair and transparent claims.
Before check-in, professional cleaning is carried out at the landlord’s expense. At check-out, the tenant is expected to return the property in the same professionally cleaned condition, and therefore usually pays for end-of-tenancy cleaning.
Cleaning includes all furniture, appliances, filters, drains, as well as carpets, curtains and fabric upholstery (often steam-cleaned). If tenants live on carpets without removing shoes, carpets may deteriorate quickly and can even attract moths or insects, sometimes requiring pest control.
Landlords remain responsible for:
Failure to pay these on time can lead to penalties, and in the worst cases, repossession of the property. At Benham & Reeves, we can arrange such payments on behalf of landlords to ensure they are made promptly.
Landlords who are not UK tax residents may be subject to withholding tax on rental income. By default, letting agents must deduct 20% tax from the rental income before transferring funds to the landlord, and remit this to HMRC.
However, if the landlord applies personally to HMRC and obtains an Approval Notice, the rent can be paid gross (without deduction at source). Even in this case, the landlord must file an annual Self Assessment tax return and pay any tax due.
Where tax has been withheld, it may be possible to reclaim overpaid amounts after filing the return. In addition, under the UK–Japan double taxation treaty, Japanese residents may be able to claim tax credits against their Japanese tax liability. Consultation with a qualified tax adviser is strongly recommended.
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