Managing Agents

Bring recurring building instructions into one panel discussion: Section 20 technical support, contract administration, licence to alter, party wall and portfolio reinstatement cost assessments. The service and the responsible client are defined for each instruction; a panel relationship does not appoint HCS automatically on every building or task.

Start with the buildings you manage, the decisions you need to make and the support already in place. A block-specific appointment records the deliverables, access, responsibilities, fees and any reliance or conflict limitations.

Discuss a panel brief

Before accepting an instruction, HCS identifies whether it is being asked to advise independently or to perform the works, explains the distinction and declines or restructures appointments where independence could reasonably be questioned.

Where HCS specifies, tenders or administers a major-works programme under a professional appointment, HCS will not also tender as contractor.

Where HCS is contractor, HCS will not act as contract administrator, employer's agent, clerk of works, independent certifier or expert witness for those works.

A leaseholder or residents’ association enquiry about a block already involving a managing-agent client requires a conflict check before an independent review can be accepted. A panel relationship is not an agreement to advise both sides of a dispute.

Read the firm’s published conflict and role-separation policy.

1. Identify the client and authority. Record the appointing freeholder, RMC, RTM company or other client, the agent’s authority and who can approve scope and expenditure.
2. Separate the workstreams. Define the surveying, contract, alterations or party wall role for each building, together with the information and decisions needed from others.
3. Agree reporting and communication. Set the named contacts, report recipients, document format, meeting requirements and escalation route in the appointment.
4. Confirm each instruction. Record scope, exclusions, access, fees and programme before work starts; agree changes when additional investigation or a different role is needed.

Response arrangements and reporting frequency are agreed for the particular panel and instruction. Tell us the deadline and its reason when enquiring so that timing can be discussed before appointment.

HCS does not prepare or serve statutory Section 20 notices. HCS provides the specification, tender information and consultation support the landlord or managing agent needs. The notices are issued by the landlord or agent, with their solicitor where required. HCS does not give legal advice.

Licence-to-alter technical review supports the landlord’s decision and legal documentation; it does not itself grant consent. A party wall appointment retains its separate role and duties. Keep both workstreams distinct from Section 20 consultation.

Send the property or portfolio details, your role and the appointing client, the service needed, the current stage, and any decision or renewal deadline. Include a summary of the documents available; arrangements for sharing them can be agreed after the initial enquiry.

Identify any contractor, leaseholder or adjoining-owner involvement that may affect the appointment or conflict check.

Discuss a panel brief