Leases

Every unit in a block is held under a lease, and the lease governs what the leaseholder pays beyond the service charge: the ground rent, and any charges for paying late. PropLink records these terms on a lease record attached to each unit, and the rest of the platform reads from it, ground rent demands, arrears late payment fees and freeholder payouts all follow the lease.

The lease record

A lease record captures:

• Leaseholder: the primary leaseholder contact. Defaults to the unit's primary billable contact.
• Dates and term: start date, end date and term length in years (for example 125 years). Expired leases are flagged but their terms remain in force for debts accrued under them.
• Title number: the Land Registry leasehold title number.
• Break clause: the earliest break date and its conditions.
• Ground rent terms: annual amount, payment frequency (including peppercorn), next review date and review pattern. See Ground rent.
• Late payment charge terms: whether late payment fees are charged, the charge type, the rate or amount, and the grace period.
• Linked lease schedule: the apportionment schedule the unit contributes through, if you want the link recorded.

Each unit has at most one active lease. Deleting a lease keeps it as a historic record and lets you record a replacement, for example after a lease extension.

Add a lease to a unit

1. Open the unit from Portfolio → Units and click its Lease tab.
2. Click Add Lease.
3. Pick the leaseholder and enter the lease dates, term and title number.
4. Enter the ground rent terms.
5. Enter the late payment charge terms if the lease allows charging for late payment.
6. Click Add Lease to save.

The Lease tab then shows the recorded terms, with Edit Lease and Delete available.

Late payment charge terms

Leases vary in what they allow you to charge for late payment. On the lease you set:

• Charge type: a fixed amount (for example £50.00) or a percentage of the outstanding arrears at the time of charging (for example 2.5%).
• Grace period: the number of days a balance must be overdue before a charge may be applied.

These terms drive the arrears workflow: steps configured to charge a fee calculate the amount from the lease, and the manual Apply Charge action on an arrears case does the same. Units with no lease or inactive terms are never charged. See Arrears management.

Late payment charges belong to the landlord. Paid charges flow into freeholder income with a default split of 100% to the freeholder, configurable per site.

Site leases overview

Site → Financials → Leases lists every lease at the site with the unit, leaseholder, dates, ground rent and late payment terms. Click a row to open the unit's Lease tab.

Apply terms to many units at once

Most blocks grant near-identical leases, so PropLink lets you set the same terms across the site in one action:

1. Open Site → Financials → Leases and click Apply Terms to Units.
2. Choose the scope: all units at the site, or a selection of units.
3. Enter the ground rent and late payment terms to apply.
4. Review the summary and click Apply Terms.

Units without a lease get a new lease record; units with a lease have their ground rent and late payment terms replaced. The result shows how many leases were created, how many updated, and any failures.

Leases and lease schedules