Rights & Responsibilities: Landlords, Project Managers, and Facilities Managers

Understanding your rights and responsibilities is critical to managing property costs effectively. Without clarity, errors in service charges, energy, utilities, or business rates can go unnoticed, resulting in overpayments, disputes, or compliance issues. EG-Audit helps property professionals gain control by providing independent, evidence-based audits and guidance.

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Landlord Responsibilities

Landlords are responsible for managing costs associated with their property while complying with lease agreements, legal obligations, and regulatory standards. Understanding these responsibilities helps ensure fair billing and reduces disputes with tenants or occupiers.

  • Service Charge Accuracy: Landlords must ensure all recoverable costs are correctly documented, supported by invoices, and allocated fairly.
  • Transparency: Detailed breakdowns of charges must be available to tenants on request, avoiding disputes and maintaining trust.
  • Compliance: Costs should comply with lease terms, local regulations, and statutory requirements.
  • Communication: Landlords must respond promptly to queries or challenges regarding charges.
  • Record-Keeping: Maintain accurate financial records for at least six years to support reconciliations or audits.

Failure to meet these responsibilities can lead to disputes, legal challenges, and potential refunds. EG-Audit ensures landlords’ obligations are met, identifying any inconsistencies or errors in billing.

Tenant Rights

Tenants have the right to transparent, accurate, and fair billing. Awareness of these rights empowers tenants to challenge errors, seek refunds, and hold landlords accountable.

  • Access to Documentation: Tenants can request detailed service charge accounts and invoices.
  • Right to Challenge: Disputed charges can be reviewed, challenged, or referred to independent adjudication if necessary.
  • Fair Allocation: Tenants should not pay for costs outside the lease or that are misallocated.
  • Timely Billing: Charges should be issued promptly, with sufficient notice to review and respond.
  • Recovery of Overpayments: Tenants may reclaim amounts incorrectly charged.

EG-Audit empowers tenants with evidence-based findings to assert their rights effectively, avoiding overpayment and disputes.

Project Manager Responsibilities

Project managers oversee budgets, timelines, and deliverables. Ensuring accurate property costs is a key part of their role.

  • Budget Oversight: Verify that service charges, energy, and utilities align with project budgets.
  • Verification: Confirm invoices and reconciliations match contracts and agreed terms.
  • Documentation: Maintain records to support internal reporting and client accountability.
  • Risk Mitigation: Identify potential overcharges or contractual risks before they escalate.
  • Communication: Liaise with landlords, facilities managers, and auditors to ensure transparency.

Independent audits by EG-Audit provide project managers with evidence to safeguard budgets and avoid financial exposure.

Facilities Manager Responsibilities

Facilities managers are responsible for operational efficiency and cost control across multiple properties. Understanding rights and responsibilities helps prevent unnecessary spend and ensures accurate billing.

  • Operational Cost Accuracy: Ensure all utility and service charges are valid and correctly allocated.
  • Monitoring: Track consumption, compare invoices, and identify anomalies.
  • Compliance: Confirm services meet regulatory and contractual requirements.
  • Reporting: Provide management and stakeholders with clear evidence of costs.
  • Audit Facilitation: Prepare documents and support independent audits effectively.

EG-Audit supports facilities managers by providing structured audit reports, making errors and overcharges immediately visible.

Understanding Legal Context

Property costs are governed by leases, statutory regulations, and supplier contracts. Familiarity with these rules allows professionals to act confidently:

  • Lease Obligations: Charges must comply with lease agreements.
  • Energy & Utility Regulations: Compliance with supplier contracts and government standards.
  • Dispute Resolution: Rights to challenge overcharges, escalate disputes, or seek independent review.
  • Record Retention: Maintaining documents for audits, reconciliations, or legal purposes.

EG-Audit ensures that audits respect all legal and contractual frameworks, providing evidence that is valid, defensible, and actionable.

Practical Application of Rights & Responsibilities

Knowing rights and responsibilities is only useful if applied. EG-Audit helps you:

  • Verify service charge calculations and allocations
  • Review energy and utility invoices for accuracy
  • Identify opportunities for cost recovery or correction
  • Prepare evidence for negotiation or dispute resolution
  • Document compliance for internal or external reporting

Every audit is tailored to your property, role, and budget responsibility, ensuring maximum relevance and value.

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Take Control Today

Awareness of rights and responsibilities is the first step to controlling costs and preventing overpayment. EG-Audit provides independent, evidence-based audits to help landlords, project managers, and facilities managers act confidently. Your property costs should be accurate, transparent, and fair. Our audits make that possible.

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