Service charge year-end pack

The service charge year-end pack is the headline report at the end of each financial year. Under Section 21 of the Landlord and Tenant Act 1985, leaseholders are entitled to a summary of relevant costs on request. The year-end pack is how PropLink delivers that summary.

What the pack contains

A single PDF per site containing:

• A cover page with the site name, the financial year and the certifying accountant.
• A summary of total income and expenditure.
• A schedule-by-schedule breakdown.
• A line-by-line statement of expenditure against the budget.
• Variance analysis (where spend differed from the budget by more than a threshold).
• The closing position: total surplus or deficit for the year.
• The reserve fund movement for the year.
• A per-unit schedule showing each unit's contribution and balance.
• Auditor's report and certification (if applicable).

Generate the pack

1. Open Site → Financials → Year-end reconciliation.
2. Confirm the year-end reconciliation has been completed (see Service charges).
3. Click Generate year-end pack.
4. PropLink builds the PDF and files it under the site's Year-end packs folder.
5. Review, sign and click Issue.

Send the pack to leaseholders

Once issued:

1. Click Send year-end pack.
2. PropLink emails every leaseholder linked to the site.
3. The pack is also posted to ResidencePort under the site's Documents tab.
4. The send is logged on the communications log.

Auditor's report

If the site requires an audit:

• Engage an accountant before generating the pack.
• The accountant works from a draft pack PropLink produces.
• The accountant's certificate is uploaded into the file manager.
• PropLink incorporates the certificate into the final pack PDF before issue.

Customising the layout

Templates under Settings → Templates → Year-end pack control the cover page, branding, sections and footer. Most agents use the default with minor branding tweaks.

Versioning

The issued pack is immutable. If you spot a mistake after issuing, you produce a corrected pack as a new version (clearly marked) rather than overwriting the original. The audit log records both.