Service Charge Arrears Tracker

Who this is for

Who owes what, and what has been done about it. One line per flat in arrears shows the amount overdue, how long it has been outstanding and every reminder and contact, so the board or managing agent can see at a glance where each case stands.

Directors of residents' management and right-to-manage companies, volunteer treasurers and managing agents who need to report arrears to a board meeting.

What this helps you track

• Each flat behind on service charge or ground rent, with the leaseholder's name
• The amount overdue and how many days since the oldest unpaid demand
• Reminders sent, the last contact and any payment plan agreed
• Total arrears and what they amount to as a share of your annual budget

How to use it

1. Write the building, the as-at date and your name in the header, and enter the annual service charge budget from your own accounts.
2. Add a line for each flat with an overdue balance, copying the amount and the date of the oldest unpaid demand from the ledger.
3. Record the number of reminders sent and the date of the last contact each time you chase.
4. Write any agreed payment plan in plain words, such as the instalment amount and day of the month.
5. Days overdue and the totals are worked out in the browser and the workbook; on paper, count the days from the demand date to the as-at date.
6. Update the sheet before each board meeting and remove flats once they have paid in full.

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

Should ground rent go on the same sheet as service charge?

It can, if the same people chase both. Put the combined figure in amount overdue and say which charges it covers in the notes column, or keep a separate sheet for each so the totals stay distinct.

What should we do about a flat that will not pay?

The sheet records the steps taken; it does not tell you what to do next. The options and the rules on recovering arrears differ from place to place, so check your lease and take advice before starting any formal action.

Why show arrears as a percentage of the budget?

It shows how much of the year's spending is not yet funded, which is what the board needs to know when deciding whether bills can be paid on time. The figure uses the budget you enter.

Who should see this sheet?

It contains names and money owed, so keep it to the directors or officers who need it. For wider reports to residents, give the totals and the number of flats rather than names.