Frequently asked questions
Find answers to common questions about our property management services.
From service details to client support, our FAQs help you understand how JMJ Asset Management works with buildings, residents, and property owners.
Block and Estate Management
What is block and estate management, and how does it differ from general property management?
Block and estate management focuses specifically on the communal areas, services, and legal obligations of leasehold and freehold residential developments. Unlike general property management, which may deal with individual rental properties, block management involves coordinating maintenance, ensuring compliance, managing service charges, and supporting Resident Management Companies (RMCs) and Right to Manage (RTM) groups
What responsibilities will JMJ take on under ‘block and estate management’?
As your managing agent, JMJ handles day-to-day management, property inspections, maintenance coordination, compliance with health and safety laws, and all aspects of service charge administration. We also act as a key point of contact for leaseholders and directors across developments in Cheltenham, Bristol, and surrounding areas.
What does the service charge cover, and how is it calculated?
The service charge is a financial contribution from leaseholders used to cover shared costs like cleaning, lighting, gardening, insurance, and maintenance of communal areas. At JMJ, we ensure transparent service charge budgeting and work closely with RMCs and landlords to ensure funds are spent responsibly.
What is a reserve fund, and why is it important for long-term maintenance?
A reserve fund (also known as a sinking fund) is a planned savings pot for future major works such as roof replacements or external redecorations. Effective reserve fund planning prevents unexpected financial pressure on leaseholders and is a key aspect of professional block management.
How do you ensure service charges are reasonable and transparent?
We prepare annual service charge budgets in consultation with directors and provide clear itemised statements to leaseholders. JMJ is committed to transparent property management services and adheres to best practices set out by The Property Institute.
How does JMJ collect and protect client money?
All service charge and reserve funds are held in trust in designated client accounts. We follow strict client money handling procedures in line with industry standards to ensure full protection and transparency.
How can residents report a maintenance issue, and what’s the usual response time?
Residents can report issues directly through our website via the “Report a Problem” form. For urgent issues, we offer an out-of-hours response. Our local knowledge of developments in Cheltenham, Bristol and Wiltshire, as well as the surrounding areas enables fast, efficient resolutions
What happens if there’s a disagreement between leaseholders and freeholders?
We act as an impartial managing agent and can help mediate disagreements, referring to the lease and current legislation. We work with RMCs and landlords to ensure all parties understand their responsibilities.
What role do you play in meeting fire safety and building safety compliance?
We organise fire risk assessments, maintain up-to-date compliance records, and ensure communal areas meet building safety standards. Fire safety management is a legal requirement and a priority across our estate management portfolio.
How does JMJ support Resident Management Companies (RMCs) and Right to Manage (RTM) groups?
We provide tailored support to RMC and RTM directors including financial reporting, AGM preparation, contractor management, and day-to-day guidance. JMJ’s service is designed to make residential block management clear and manageable for volunteer directors.
Commercial Property Management
What types of commercial assets does JMJ support?
We manage commercial units within mixed-use developments, standalone properties, and estates. Our focus is on protecting your investment while ensuring tenant satisfaction and operational compliance.
What services are included under commercial property management?
Services include rent collection, lease compliance, facilities management, tenant liaison, maintenance coordination, and reporting, all tailored to your asset strategy.
How is rent collection, lease compliance, and billing handled?
We issue rent demands, track payments, and follow up on arrears. We ensure leases are enforced fairly and consistently while maintaining professional tenant relationships.
What support is available for facilities management and maintenance in commercial settings?
We arrange reactive and planned maintenance, health and safety checks, contractor management, and ensure service providers meet commercial compliance standards.
How does JMJ handle multi-use developments combining residential and commercial elements?
We coordinate mixed-use developments by balancing the differing needs of leaseholders and tenants. We ensure fair cost allocation, compliance, and efficient shared services.
How do you ensure commercial properties remain compliant and their tenants satisfied?
We carry out regular inspections, manage compliance obligations, and respond quickly to tenant queries. Our commercial property management is focused on protecting long-term value and ensuring smooth operations.
Company Secretarial
What is the Company Secretarial service, and how does it support RMCs or RTMs?
We handle Companies House filings, maintain statutory registers, and ensure that annual returns and officer appointments are filed correctly. This support removes a significant administrative burden from volunteer directors.
How does JMJ help with AGMs, directorship changes, and filings?
We prepare AGM agendas, circulate notices, record meeting minutes, and submit all required filings. We also support director resignations, appointments, and share certificate management.
What does the Director’s compliance calendar include?
Our compliance calendar includes key dates for filings, meetings, insurance renewals, fire risk assessments, and maintenance schedules — helping directors stay ahead of their obligations.
How does JMJ assist with shareholder/resident communications and key decisions?
We manage regular updates, AGM notices, and consultation processes (e.g. Section 20) on behalf of the board, ensuring clear and legally compliant communications.
Is there support for boundary changes, lease extensions, or enfranchisement matters?
While we do not provide legal advice, we work alongside solicitors and surveyors to coordinate documentation and ensure smooth administration as required.
How does JMJ ensure clients remain compliant with legal requirements and regulations?
We monitor changes in leasehold law and ensure our clients are kept up to date and in line with industry standards.
Financial Management
How are service charge budgets prepared, and how often are they reviewed?
We prepare annual budgets in collaboration with directors, based on actual and forecasted expenditure. Budgets are reviewed regularly to reflect changing needs, with adjustments communicated clearly to leaseholders.
How are year-end accounts produced and issued to leaseholders?
We prepare year-end accounts in line with lease requirements, often working with independent accountants. Final statements are issued promptly, and we’re always available to explain charges to leaseholders.
What does the service charge cover, and how is it calculated?
The service charge is a financial contribution from leaseholders used to cover shared costs like cleaning, lighting, gardening, insurance, and maintenance of communal areas. At JMJ, we ensure transparent service charge budgeting and work closely with RMCs and landlords to ensure funds are spent responsibly.
What payment methods are accepted for service charges?
We accept direct debit, online bank transfers, and card payments. Leaseholders can find payment instructions clearly detailed on their invoices.
Do you make a profit from service charges, or how are your fees structured?
JMJ’s fees are agreed upfront, budgeted for and paid in line with the management agreement. We do not take commissions or add hidden costs to contractor invoices.
How do you handle late or unpaid charges?
We follow a structured arrears process in line with lease terms, while being fair and approachable. Leaseholders are given clear timelines and opportunities to resolve outstanding balances.
What happens if JMJ takes over mid-year—how do you manage finances and backdating?
We perform a full handover audit, review existing budgets, and reconcile incoming and outgoing funds to ensure a smooth transition. Accuracy and transparency are priorities.
How are anomalies or unexpected costs explained to residents or directors?
All cost variations are logged, investigated, and communicated to clients with clear explanations. We keep clients informed via newsletters or budget notes.