Commercial Leaseholder Obligations

1.0 Introduction

Not keeping up with the compliance requirements of your lease can result in accidents, damage to property, and can affect insurance claims which can incur extra expense to your business. This guide highlights all the maintenance requirements you are obligated to complete under your lease terms. It is not exhaustive of what may be required and your insurance or other business contracts may require further assessments. 

2.0  Documentation

All documents should be kept in a secure place so that they are easily accessible should you need to produce them for a claim / insurance quotes. They should be kept on file even after they have expired for your records. Documents should also be made available to the property management team in line with our compliance requirements. These can be sent via email to the Asset Manager with each document renewal. 

3.0 Fire Risk Assessment

Completed Annually

Assessment is produced by appointed contractor and will contain a list of actions with levels of completion led by a priority level rating this report will include recommendations as well as ‘Statutory’ Actions 

4.0 Health & Safety Risk Assessment

Completed Annually

Assessment is produced by appointed contractor and will contain a list of actions with levels of completion led by a priority level rating this report will include recommendations as well as ‘Statutory’ Actions 

5.0 Water Safety (Legionnaire's) Risk Assesment

Completed Bi-Annually

(if applicable (see HSE website or refer to your FRA as to whether fire extinguishers are required)) 

Assessment is produced by appointed contractor and will contain a list of actions with levels of completion led by a priority level rating this report will include recommendations as well as ‘Statutory’ Actions 

6.0 Fire Extinguisher Maintenance

Completed Annually

(if applicable (see HSE website or refer to your FRA as to whether fire extinguishers are required)) 

Fire extinguishers are serviced to check things like the pins being in place etc if these are missing action will need to be taken. The contractor undertaking the servicing for you should report back any remedials identified with quotation 

7.0 Fire Dampers

Completed Annually

Where applicable, Fire dampers are passive fire protection products used in heating, ventilation, and air conditioning ducts to prevent the spread of fire. FD service will identify, inspect, test and reset the damper. 

8.0 PAT Testing

Completed Annually for devices more than three years old.

Portable appliance testing is for all portable electrical equipment for e.g kettle, laptop charger, laptop etc 

9.0 A/C & Ventilation systems 

Completed Annually

By having the system serviced regularly, any issues will be identified and repaired before they cause any serious issues and parts can also be prevented from breaking. For systems under significant strain or serving larger buildings, having them serviced two to four times a year; just before winter and before summer is best. This is best for systems that are used year-round for both heating and cooling. Your system will be checked for efficiency before the colder months and will also have a thorough clean before allergy season. 

10.0 Emergency lighting flick and duration test 

Flick Test - Monthly

Duration Test - Annual

Emergency routes and exits requiring illumination must be provided with emergency lighting of adequate intensity in the case of failure of their normal lighting. It is a legal requirement to ensure that emergency lighting stays on in an emergency, at a brightness that allows people to exit the building. Duration and flick tests are the best way to ensure that emergency lighting works as it should.

For more information on Health and Safety requirements for your business please see the HSE website www.hse.gov.uk/ 

Any queries don't hesitate to reach out to the property management team for your site.