Identify the actual tenure
Record the location and the relevant lease, ownership or occupancy arrangement. Terms such as condo, apartment and managed property do not create identical rights around the world. GOV.UK leaseholder guidance is an England-and-Wales example, not a template for every condominium or tenancy. Use the actual documents and appropriate local professional advice for the property.
Separate areas and obligations
List the area or item involved, the agreement clause or document reference and the party said to be responsible. Mark uncertain boundaries for clarification. A shared entrance, private balcony and internal fitting can raise different questions. A marketing photograph or statement that maintenance is included cannot settle legal responsibility. Do not inspect dangerous or inaccessible areas to fill the sheet.
Read charges on their own basis
Keep the charge period, stated services, estimate or actual-account status and any separately requested payment together. Ask what is included and what remains variable. Do not divide a yearly figure by twelve and describe it as the actual monthly payment schedule unless the agreement says so. A low advertised fee does not establish future costs or cover every repair.
Direct the enquiry precisely
Ask the verified responsible party to clarify the specific item, document and period. Keep the reply and distinguish an acknowledgement from an agreed responsibility or completed repair. Use the appropriate dispute, management or professional advice route for unresolved issues. This record does not interpret a lease conclusively, establish a right to withhold payment or recommend a property purchase.
Read the drawing as text
A shared item, contractual responsibility, charge period and completed repair are separate pieces of evidence.
Work through an example
A fictional resident asks about a shared entry light. Document L assigns common-area maintenance to party M, but the current charge summary does not itemise the light. The resident asks M how the item is treated in period Y. Responsibility, charge explanation and repair completion remain separate fields. No actual lease, fee or property is assessed.
Illustrative example; figures, people and organisations in the worked record are fictional.
The example record
Tenure
- Evidence
- Document L / actual location
- Next question
- Applicable arrangement?
Item
- Evidence
- Shared entry light
- Next question
- Boundary and clause?
Charge
- Evidence
- Period Y summary
- Next question
- Estimate or actual account?
Enquiry
- Evidence
- M asked for clarification
- Next question
- Reply is not repair completion
Download blank worksheet (.csv) ↗Download worked example (.csv) ↗
Keep your own record
Use the result within its scope
Keep the agreement, dated accounts and professional advice together. An organised responsibility map does not establish universal property rights, predictable future fees, rental income or a guaranteed maintenance outcome.
Reference sources
Earlier articles on this subject
- Luxury Condos a Great Option ↗ — 2022-02-23, Maria Baldwin.
- New Houses in Pennsylvania With New Advantages ↗ — 2021-06-23, Maria Baldwin.