Service charges are one of the most common sources of friction between tenants and landlords in the UK, and the numbers back that up. The government’s 2025 consultation on service charge accounting identified four major problems: a lack of standardised demand formats, inconsistent or delayed annual accounts, limited access to supporting documents, and the high cost of disputes when they reach a tribunal or court. What that means for you is simple — if you’re a tenant paying a service charge, you’ve probably been overpaying or at least wondering whether you are, and the system has made it hard to find out.
I’ve been covering property law and leasehold reform for years, and the question I hear most often is some version of “Can they really charge me for that?” The short answer is: not anymore, not without proper paperwork. The Leasehold and Freehold Reform Act 2024 (LAFRA 2024) and the updated RICS Service Charge Code 2025 have fundamentally changed what landlords and managing agents can demand and when. If you’re a tenant in a commercial or residential property, you now have more rights than ever to challenge charges, request documents, and hold your landlord accountable. Here’s what you actually need to know.
Before we get into the detail, it’s worth understanding how these reforms fit into the bigger picture of recent court rulings on service charges, which have also tightened what landlords can recover. If you’re dealing with a dispute, a tenant landlord lawyer can help you understand whether your specific charges are enforceable under the new rules.
What a service charge audit actually covers
The most important thing to understand about a service charge audit is that it’s not about being difficult — it’s about verifying that every pound you’ve been billed is properly accounted for and legally recoverable. Under the old system, landlords could issue demands with minimal detail, and tenants had limited rights to push back. That’s changed.
An audit means you go through each line item in the service charge demand and the annual statement of accounts, and you check it against the supporting documents you’re now entitled to see. For residential buildings with four or more dwellings, the landlord must provide a written statement of accounts within six months of the end of each service charge accounting year. That statement must include an income and expenditure account, a balance sheet, details of the reserve fund balance, and a summary of any major works carried out. For buildings with four or more properties, a qualified accountant must certify those accounts. If I were a tenant, the first thing I’d do is check whether that certification exists — if it doesn’t, the accounts may not be compliant.
You also have the right to see contracts with suppliers and contractors, invoices and receipts for work carried out, insurance policies and any related commission details, fire risk assessments, and historic records going back up to six years. The only thing a landlord can withhold is genuinely commercially sensitive information. That’s a narrow exception, and in practice, most of what you’d want to see should be available. If you’re unsure where to start, navigating the UK service charge cap is a good next read because it explains the limits on what can be charged in the first place.
Why the new rules matter for your wallet
The practical effect of LAFRA 2024 is that landlords can no longer bury questionable costs in a vague annual statement and hope nobody notices. The mandatory standardised demand format means every charge must be itemised, explained, and backed by a budget that was provided at the start of the service charge year. If a landlord issues a demand that does not follow the prescribed format, that demand may be unenforceable. That’s not a minor technicality — it’s a real protection.
Consider a scenario where your landlord charges you £2,000 for “communal repairs” but provides no breakdown. Under the old rules, you’d have limited grounds to challenge it. Under the new rules, you can request the invoices and receipts for those repairs. If the landlord can’t produce them, or if the work was done by a contractor who wasn’t properly appointed, you may have grounds to withhold payment or seek a refund. The same applies to insurance commissions — if your landlord receives a commission from the insurer and doesn’t disclose it, they cannot recover the insurance premium through the service charge at all.
There’s also a demographic angle worth noting. The TPI Service Charge Index 2024 provides averaged data on service charge costs across estates in England and Wales, and it shows significant variation by region and property type. What that means for you is that what’s “normal” in one area may be excessive in another, so comparing your charges against local averages can be a useful first step in an audit. I’ve noticed that tenants in newer developments tend to face higher management fees, which are often the easiest line item to challenge because they’re not tied to a specific service.
If you’re in a commercial property, the RICS Professional Standard for commercial service charges applies, and it’s equally strict. The ICAEW’s TECH 09/14 provides guidance on the conduct of a review engagement for commercial property service charge accounts, and accountants providing assurance on these statements must follow that framework. What I’d do if I were a commercial tenant is ask my accountant whether the landlord’s statement has been reviewed under TECH 09/14 — if it hasn’t, the figures may not be reliable. A financial advisor can help you assess whether the charges are reasonable and whether you have grounds to challenge them.
Where tenants and leaseholders go wrong
The most common mistake I see is simply not asking for the documents. Tenants assume the landlord’s figures are correct, or they worry that challenging the service charge will damage the relationship. Under the new rules, that concern is less justified — the law now requires transparency, and a landlord who refuses to provide documents is likely in breach of their obligations.
Not checking the 18-month time limit on costs
This is the single biggest missed opportunity. The 18-month rule is strict — if a cost was incurred more than 18 months before the demand was issued, and the landlord didn’t serve a prescribed notice within that window, the cost cannot be recovered. I’ve seen demands that include costs from two or three years ago, bundled in with current charges. If you don’t check the dates, you’ll pay for something the landlord has no legal right to collect. The fix is straightforward: look at the date each cost was incurred, compare it to the date of the demand, and flag anything outside the 18-month window.
Accepting vague line items without supporting invoices
A service charge demand that says “communal maintenance — £1,500” without any breakdown is not compliant with the new prescribed format. You are entitled to see the invoices and receipts for that work. If the landlord can’t produce them, the charge may be unenforceable. The mistake tenants make is paying the demand and moving on. Instead, you should request the supporting documents in writing. If the landlord refuses, you can escalate to a tribunal, and under the new rules, the landlord cannot recover tribunal costs through the service charge unless the tribunal specifically orders otherwise.
Overlooking insurance commission disclosure
This is a hidden cost that adds up. Landlords often receive commission from insurers when they place the building’s insurance policy. Under LAFRA 2024, that commission must be disclosed. If it isn’t, the landlord cannot recover the insurance premium through the service charge. The mistake is not checking whether the insurance line item includes undisclosed commission. You can ask for the insurance policy and any related commission details. If the landlord fails to provide them, you may have grounds to challenge the entire insurance charge.
Not verifying the accountant’s certification
For residential buildings with four or more dwellings, the annual statement of accounts must be certified by a qualified accountant. If it isn’t, the accounts are not compliant. Tenants often assume that because a document says “statement of accounts” it’s been properly reviewed. It may not have been. Ask for confirmation that a qualified accountant certified the accounts. If the landlord can’t provide it, that’s a red flag.
→ Scroll right to see all columns
| Requirement | What changed | What it means for you |
|---|---|---|
| Demand format | Must follow prescribed format | Non-compliant demands may be unenforceable |
| Annual accounts | Must be provided within 6 months | You can challenge late or missing accounts |
| 18-month rule | Strict time limit on cost recovery | Old costs cannot be added without notice |
| Insurance commission | Must be disclosed | Undisclosed commission blocks premium recovery |
| Document access | Up to 6 years of records | You can verify every charge |
If you’re dealing with a dispute over document access or a non-compliant demand, a property lawyer can advise on whether the landlord is in breach and what your next steps should be. The essential UK building regulations every commercial tenant should know also cover related compliance requirements that may affect your service charge.
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How to conduct your own service charge audit
You don’t need to be a lawyer or an accountant to do a basic audit. The process is methodical, and the new rules give you the tools to do it. Here’s how I’d approach it if I were a tenant.
Request the prescribed demand and annual accounts
Start by asking for the service charge demand in the prescribed format and the annual statement of accounts. The demand must include the names and addresses of both the landlord and the leaseholder, the total amount demanded based on the annual budget, the period the demand covers, payment deadlines and consequences for non-payment, and a summary of your rights. The budget must have accompanied the demand at the start of the service charge year. If you never received a budget, that’s a problem. Check whether the accounts were certified by a qualified accountant — if the building has four or more dwellings, this is mandatory.
Compare charges against the 18-month rule
Go through each line item and note the date the cost was incurred. If any cost is more than 18 months old and there’s no evidence of a prescribed notice being served within that window, flag it. This is the most straightforward way to reduce your bill. The landlord bears the burden of proving the notice was served, so if they can’t produce it, the cost is not recoverable.
Request supporting documents for every line item
For each charge, ask for the relevant invoices, receipts, and contracts. You’re entitled to see contracts with suppliers and contractors, invoices and receipts for work carried out, insurance policies and commission details, fire risk assessments, and historic records going back six years. If the landlord refuses, put the request in writing and give them a reasonable deadline. If they still refuse, you can apply to a tribunal. Under the new rules, the landlord cannot recover tribunal costs through the service charge unless the tribunal orders otherwise, so there’s less risk in pursuing this.
Check insurance commission disclosure
Ask for the building’s insurance policy and any documentation showing commission paid to the landlord or managing agent. If the commission is not disclosed, the landlord cannot recover the insurance premium through the service charge. This is a binary test — either it’s disclosed or it’s not. If it’s not, you have grounds to challenge the entire insurance line item.
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1Request the prescribed demand and annual accountsAsk for the budget that should have accompanied the demand at the start of the year, and check whether a qualified accountant certified the accounts for buildings with four or more dwellings.
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2Apply the 18-month rule to each costFlag any cost incurred more than 18 months before the demand date unless the landlord can prove a prescribed notice was served within that window.
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3Request supporting documents for every line itemAsk for invoices, receipts, contracts, insurance policies, and fire risk assessments. The landlord can only withhold genuinely commercially sensitive information.
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4Verify insurance commission disclosureIf commission is not disclosed, the insurance premium cannot be recovered through the service charge. Challenge the entire line item.
If you’re in a commercial property, the RICS Professional Standard applies, and the ICAEW’s TECH 09/14 provides the framework for accountant reviews. Ask your accountant whether the landlord’s statement has been reviewed under that standard. If it hasn’t, the figures may not be reliable. The role of anchor tenants in UK commercial rentals can also affect how service charges are structured in multi-let buildings, so it’s worth understanding that context.
What to do if you find errors
If your audit reveals overcharges, non-compliant demands, or missing documents, your first step is to write to the landlord or managing agent setting out the specific issues. Reference the relevant provisions of LAFRA 2024 and the RICS Code. Give them a reasonable deadline to respond — 14 to 21 days is typical. If they don’t resolve the issue, you can apply to the First-tier Tribunal (Property Chamber) in England or the Leasehold Valuation Tribunal in Wales. Under the new rules, the landlord cannot recover tribunal costs through the service charge unless the tribunal specifically orders otherwise, which significantly reduces the financial risk of challenging them.
Frequently asked questions
Can I withhold service charge if the landlord won’t provide documents? ▾
What counts as “genuinely commercially sensitive” information? ▾
Does the 18-month rule apply to commercial leases? ▾
What if my building has fewer than four dwellings? ▾
Can I challenge management fees that seem too high? ▾
What happens if the landlord ignores my document request? ▾
The new rules under LAFRA 2024 and the RICS Service Charge Code 2025 give you more power than ever to verify what you’re being charged. The single most useful thing you can do right now is request the prescribed demand and annual accounts for the current service charge year, and check whether the 18-month rule has been applied correctly. If this was useful, you might also want to read Is your commercial rent holding your UK business back? Time for a strategic rethink.
Sources and Further Reading
The empty high street crisis: can pop-up shops and creative coworking save UK retail? — Explores how changing retail dynamics affect service charge structures in commercial properties.
New rules for service charge accounting. Cox Hinkins, 2025.
Service charges and service charge accounts. ICAEW, 2025.
