For blocks of flats, agree a written scope for the communal glass, a fixed cycle (often every eight or twelve weeks), one invoice per block, and check whether the contract triggers service charge consultation before you sign a long-term agreement.
Start with the scope
Decide what is communal and what is private. Most blocks include stairwell and landing windows, entrance doors and lobby glass in the communal clean. Residents’ own windows can be added to the agent’s contract or booked privately by each resident.
Pick a cycle residents will notice
Every eight weeks is a common cycle for low-rise blocks. Entrance doors get the most hands on them, so some agents ask for the doors and lobby glass more often than the rest.
One invoice per block
Each block has its own service charge budget, so ask for one invoice per block with the date, address and what was cleaned. It makes year-end accounts and resident queries far easier.
Service charge consultation
In England, if a landlord enters a qualifying long-term agreement (one lasting more than twelve months) and any leaseholder would pay more than £100 a year towards it, the consultation rules under section 20 of the Landlord and Tenant Act 1985 apply. Shorter or rolling agreements are treated differently. Take advice if you are unsure which applies to your block.
Keep residents in the loop
A short notice in the entrance with the cleaning dates cuts down on calls and complaints. It also tells residents when they can book their own windows on the same visit.
How high can communal windows be reached?
Most low-rise blocks of up to four storeys can be cleaned from the ground with water-fed poles, including stairwell windows and glass above entrance canopies. Taller blocks or windows set back behind balconies may need a different method, which is discussed on the survey.
What should a block clean include?
A typical communal clean covers stairwell and landing windows inside and out, entrance doors and side panels, lobby glass, door entry panels and any communal glazing such as bin store or bike store doors. Residents’ flat windows can be added at the agent’s request or booked privately by residents on the same visit.
What should residents be told?
Residents mostly want to know three things: when the cleaner is coming, what is included and who to contact if something is missed. A short notice by the door entry panel answers all three. If residents can book their own windows on the same visit, say so on the notice with a phone number, so they do not have to chase the agent. After each visit, the invoice to the agent lists what was cleaned, which makes it simple to answer a resident who says the stairwell glass was missed.
Source: the 2003 consultation regulations.
Quick questions
Can residents book their own windows on the same visit?
Yes, with most commercial cleaners. It is worth asking, as it saves residents arranging a separate visit.
How high can communal windows be cleaned from the ground?
With water-fed poles, up to around four storeys on most blocks.
