Leaseholder and Resident Contact List

Who this is for

Who owns each flat, who lives there and who to call. The list keeps the leaseholder's correspondence details, the occupier where different and an emergency contact for every flat, with a note of whether each person has agreed to their details being shared.

Directors of residents' management companies, managing agents and residents' associations who need to reach owners and occupiers, including those who let their flat.

What this helps you track

• The leaseholder of every flat and where to write to them
• The occupier, where the flat is let or lived in by someone else
• An emergency contact for leaks, fires and lock-outs
• Whether each person has agreed to their details being shared

How to use it

1. Write the building, the date the list was last updated and who holds it.
2. Add one line per flat, starting with the leaseholder and the address they want post sent to.
3. Where someone else lives in the flat, record the occupier and their phone number too.
4. Ask each person whether their details can be shared with other residents, and tick only where they have agreed.
5. Check the list at least once a year and whenever a flat is sold or let, and destroy old copies securely.

Formats

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

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 online version keeps what you enter in your own browser and builds the completed PDF on your device.

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

Can we share this list with all residents?

Only share what people have agreed to share. The consent column records that. Rules on holding and sharing personal details differ by country, so check the data protection rules where you are.

Why keep the occupier separately?

Many flats are let or lived in by family. The leaseholder is who you write to about service charges and lease matters; the occupier is who you need for access, noise or a leak.

What counts as an emergency contact?

Someone who can be reached, or can let someone in, if there is a leak, fire or security problem and the occupier is away. It might be a relative, neighbour or letting agent.

How should the list be stored?

Keep paper copies somewhere secure and limit who has them. The browser version saves only in your own browser; print or save it as a PDF for the company file.