Major Works Consultation Record

Who this is for

The consultation, stage by stage. The record shows when each notice went out, when replies were due, what leaseholders said and how each point was answered, ending with the contractor chosen and why.

Directors of residents' management and right-to-manage companies, freeholders and managing agents running a consultation on communal works, and leaseholders keeping their own copy.

What this helps you track

• Each stage of the consultation, with the notice date and response deadline
• How many responses came in at each stage
• Every observation received, by flat, and the answer given
• The contractor chosen, the reason and the date of the decision

How to use it

1. Write the building, a short description of the works, the start date and who is running the consultation.
2. List each stage your consultation follows, with the date the notice was sent and the date replies are due.
3. Record every observation as it arrives, with the flat, the date and the point made, and note the reply once it is sent.
4. Fill in the number of responses at each stage after its deadline passes.
5. Complete the decision section when the contractor is chosen, giving the reason in a sentence others will understand.
6. Keep copies of the notices themselves with this record; the stages and periods that apply depend on the rules where you are.

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

Which stages should I list?

The ones your consultation actually follows. The steps and notice periods depend on the lease and the rules where the building is, so check them before starting; the table is left blank so it fits whatever process applies.

Why record every observation separately?

It shows each point was received and considered, and what answer was given. That matters if a leaseholder later questions the decision or the cost.

Can a leaseholder use this sheet?

Yes. A leaseholder can keep their own copy of the dates, their observations and the replies they received, which makes it easier to follow a long consultation.

Where do the quotes go?

Compare them on the communal works quote comparison sheet and note here which contractor was chosen and why. The two together show how the decision was reached.