Block Service Contract Register

Who this is for

Every contract the building holds, on one page. The register lists each service with its contractor, dates, notice period and annual cost, and flags the ones coming up for renewal within the number of days you choose.

Directors, managing agents and volunteers who look after a block of flats and need to know what has been agreed, with whom, and when it can be changed.

What this helps you track

• Each service contract with the contractor and a contact
• Start and renewal dates and the notice period to give
• What each contract costs a year and how often it is paid
• Which contracts fall due within your chosen number of days

How to use it

1. Write the building, today's date and who manages it, and enter how many days ahead you want renewals flagged.
2. Add a line for each service: cleaning, lift maintenance, grounds, fire equipment, door entry, insurance, utilities and anything else.
3. Copy the start and renewal dates, notice period and annual cost from each contract, not from memory.
4. Days left and the due flag are worked out in the browser and the workbook; on paper, circle anything with a renewal date inside your window.
5. Review the register before each board meeting and diary each notice deadline.

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

Why record the notice period?

Many service contracts renew on their own unless notice is given by a certain date. Writing the notice period next to the renewal date shows when a decision has to be made, not just when the contract ends.

How many days ahead should we flag renewals?

Whatever suits your meeting cycle and the longest notice period on the register. Enter it in the header and the due column counts contracts inside that window.

Should insurance go on this register?

Yes, if the building holds the policy. Use the service column for the type of cover and the notes on the sheet for the broker and policy number.

Do we have to consult leaseholders about long contracts?

Some places have consultation rules for long-term agreements or for costs above a set level. Check your lease and the rules where you are before signing or renewing.