Leasehold Information Record

Who this is for

A leasehold purchase on one page. Record who owns the freehold, who manages the building, when the lease started and how long it runs, then list every charge with its amount and how often it falls due. The sheet works out what each costs a year and a month.

Buyers of a leasehold flat or house collecting the details that come out during conveyancing, and leaseholders who want the figures in one place.

What this helps you track

• The freeholder, managing agent and their contact details
• When the lease started, its length and the years left on it
• Ground rent, service charge, reserve fund and insurance share
• What each charge comes to per year and per month
• Lease terms you want to remember, with the clause they are in, in the notes

How to use it

1. Write the property, freeholder and managing agent at the top, with the lease start date and length from the lease itself.
2. Enter each charge from the management pack or the replies to enquiries, with the amount and how many times a year it is paid.
3. Add any other charges you are told about on the spare lines, such as permission or admin fees.
4. The annual and monthly figures, the totals and the years remaining are worked out in the browser and the workbook; on paper, multiply each amount by its frequency.
5. Use the notes area for lease terms that matter to you, such as rules on pets or alterations, with the clause number.
6. Ask your solicitor to explain anything in the lease you are unsure of.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Where do I find these figures?

From the lease, the seller's replies to enquiries and the management information your solicitor obtains. Copy the figures as they are stated there; the sheet does not suggest any charge.

How is the annual figure worked out?

The amount multiplied by the number of times a year it is paid, as you entered it. The monthly figure is the annual figure divided by twelve, so charges paid on different cycles can be added together.

How are the years remaining calculated?

From the lease start date and length you entered, less the time since the start. It is arithmetic only; your solicitor will confirm the exact term from the lease and what it means for the purchase.

Can charges change after I buy?

Many leases allow some charges to be reviewed or varied. Note what the lease says about reviews in the notes area and ask your solicitor how it works for this lease.