How Resident Directors Can Simplify Building Compliance (and Avoid Costly Surprises)
Key Points
- Centralise your compliance records, rather than relying only on managing agents
- Always question supplier quotes, not every 'compliance cost' is truly required
- Make contracts clear about who is accountable for what
- Use technology like Blocwise to keep on top of reminders and documents
- Take time each year to review, regulations do change
Introduction
If you are a resident director, you probably know how compliance can feel like a never-ending task. There are safety inspections, certificates and shifting regulations, and it is very easy for something to slip through the cracks. We wanted to share real lessons from our own building about how to get a handle on compliance, avoid nasty shocks and, most importantly, make things easier for everyone involved.
Our Hard Lesson: When Compliance Slipped Through the Cracks
When our building was brand new, we assumed everything was taken care of. The developer had already picked a managing agent, the contract was simply carried forward, and it actually seemed quite convenient. What we did not realise was that this meant we had nothing to hold the agent accountable. There were no clauses about missed deadlines or expired certificates.
Fast forward to 2025 and several of our key certificates, including the EWS1, had expired months earlier. No warnings, no reminders. We only found out by chance and had to rush to get the paperwork sorted out. After looking into it, we discovered the developer was signed up to the new remediation contract. That meant responsibility for cladding fixes and safety costs rested with them, luckily for us. If you want to check if your own developer has signed, you can look it up on the government's developer remediation contract page.
The main lesson was that we needed to take ownership of compliance ourselves. It was not enough to rely on others, even if everything seemed well organised.
Step One: Centralise and Understand What's Needed
Our first real breakthrough was a basic spreadsheet where we listed every compliance responsibility – fire safety, lifts, asbestos, electrical checks, insurance, you name it. We added who was responsible, how often checks were needed, expiry dates, and links to reports. Suddenly, everyone could see exactly what had to happen and when. Directors were much more informed about what compliance actually covered, rather than just relying on others to tell us.
We found this worked so well that we built similar features into Blocwise. This means directors can centralise all their documents, set reminders, and stay ahead of costs. When compliance is organised, it feels much less overwhelming.
Step Two: Question Supplier Quotes
This one surprised us. Suppliers often send out quotes for work labelled as 'required by law', when it might not be necessary at all. We had a lift repair quote that included £250 per sign telling people not to use the lift during a fire – even though we already had the signs installed, which we proved with a quick set of photos.
If we had simply accepted the quote, we would have wasted thousands of pounds. Always ask for details and evidence before approving work. Many suppliers use standard lists that do not take account of what is already in place.
Step Three: Make Contracts Accountable
Contracts inherited from developers are often vague. Ours did not specify who was actually responsible for compliance, or what would happen if something expired. If your managing agent's contract does not mention compliance tracking, advance notice of expiry, or access for directors to records, push for clarity.
Even if you cannot renegotiate right away, start by agreeing a process with your agent for sharing updates so nothing gets overlooked.
Step Four: Use Technology to Stay Ahead
Technology makes things infinitely easier. Platforms like Blocwise let you store every document securely, get reminders before certificates expire, and maintain a clear record trail if you ever need to check back.
You can also see what compliance costs are coming up, which helps with budgeting and avoids those end-of-year surprises.
Step Five: Make Reviewing Routine
Compliance is not a once-a-year task, it should be ongoing. Regulations in areas like fire safety are always changing. Schedule a yearly review with your managing agent, check your spreadsheet, confirm expiry dates, and make sure everything is current.
It helps if directors keep learning too. There are webinars out there and the Building Safety Regulator shares regular updates, so you do not get caught out.
The Payoff: Clarity, Safety and Confidence
Once we started tracking compliance properly and asking questions, everything became less stressful. We stopped reacting to problems and started managing them before they happened. Residents feel safer, directors feel more confident, and the building runs far more smoothly.
Frequently Asked Questions
What are the most common compliance areas I should be tracking?
Start with fire safety, lift inspections, asbestos checks, electrical testing, insurance, gas safety, water hygiene (Legionella), and cladding or façade certificates. Talk to your managing agent to confirm which apply to your building.
Do I really need to question my agent or suppliers about every compliance cost?
Yes, it pays to double check. Not every quote marked 'compliance' is legally required, and some are basic maintenance rebranded as compliance. Ask for evidence, confirmation, and always make sure you know what you're paying for.
How can Blocwise help me with compliance?
Blocwise lets directors store documents securely, set reminders, and keep a clear log of compliance responsibilities. You get more visibility and control, plus automated notifications so nothing slips through the cracks.
What if my agent isn't sharing certificates or deadlines?
Raise it with them directly. Transparency is key to good compliance. If you can, renegotiate your contract to include expectations around sharing updates and granting access to documents. At a minimum, agree a process so you're always in the loop.
How often should I review compliance documents and certificates?
At least once a year. Regulations often change, so make regular reviewing a routine part of block management. A half-hour annual catch-up can save a lot of stress later on.
Begin with a simple log, talk with your managing agent about accountability, and set up reminders for certificates and checks. A bit of structure now will save you plenty of stress down the road.