Painting in RTM and RMC-Managed Blocks: What Decorators Need to Know

Working in RTM and RMC-Managed Residential Blocks

Right to Manage (RTM) companies and Residents' Management Companies (RMCs) manage a significant number of London's converted and purpose-built flat blocks. When a block of this type goes out to tender for communal area decoration work, the process is more structured — and, frankly, more demanding — than a straightforward residential job. Understanding that process is important for any decorator who wants to work in this sector, and it's equally important for leaseholders who want to understand what they should expect from a tendering contractor.

We carry out communal area redecoration work in managed blocks across London and have a good working knowledge of what these projects typically involve. This piece sets out the key considerations.

The Section 20 Process

If the proposed works in a leasehold block are going to cost any individual leaseholder more than £250, the landlord or management company is required to follow the statutory consultation process under Section 20 of the Landlord and Tenant Act 1985. This applies whether the managing entity is a freeholder, an RTM company, or an RMC.

The Section 20 process has three stages: a Notice of Intention (which sets out the proposed works and invites leaseholders to nominate contractors for consideration), a Notice of Estimates (which presents at least two estimates and invites observations), and a Notice of Reasons if a nominated contractor is not appointed. The whole process takes a minimum of 30 days at each consultation stage and can take considerably longer depending on leaseholder responses and the complexity of the project.

For contractors, this means that the decision to appoint may not come quickly. Pricing needs to be clear and unambiguous, as it will be scrutinised by leaseholders comparing estimates. We're accustomed to presenting quotes in a format that is transparent and detailed enough to withstand that scrutiny.

Procurement and Specification

RTM companies and RMCs vary enormously in their sophistication. Some engage a managing agent who handles all procurement and specification on their behalf; others have a board of leaseholder-directors who manage the process directly, sometimes with professional support and sometimes not.

In either case, getting the specification right at the outset is critical. Communal area decoration involves a range of surfaces and conditions that differ significantly from residential work: heavily trafficked hallways and stair treads, handrails and balustrades that are in constant use, surfaces that may not have been properly maintained for years, and lighting conditions that vary widely from well-lit entrance lobbies to dim internal landings.

We recommend a site survey before any tender submission to allow us to assess actual conditions. A specification written without a proper survey tends to generate unforeseen-cost claims later, which is not in anyone's interest.

Products specified for communal areas should prioritise durability and washability over appearance: a good-quality washable emulsion for walls and ceilings, appropriate anti-scuff coatings on high-impact sections, properly prepared and finished gloss or eggshell on handrails, doors, and frames. Cheap products applied to communal areas rarely survive a full five-year maintenance cycle in acceptable condition.

Leaseholder Communication

One of the most important — and often underestimated — aspects of working in a managed block is leaseholder communication. Residents will have questions about access, noise, smell, and how long the works will take. They may have concerns about the programme disrupting access to the building, especially for residents who work from home or have mobility requirements.

We work with managing agents and RTM boards to produce a resident communication before works commence: a simple letter or email that explains who we are, what works are being carried out, the expected programme, and who to contact with any concerns. During the works, we maintain a site point of contact and respond to resident queries promptly.

This matters for practical reasons — access to areas of the building often depends on resident cooperation — but it also matters for the reputation of the RTM company or managing agent who appointed us. A smooth-running contract with happy residents reflects well on everyone involved.

Working with Managing Agents

Where a managing agent is involved in the procurement and oversight of the contract, we make a point of understanding their expectations and processes from the outset. Managing agents who oversee multiple blocks have established ways of working — preferred report formats, sign-off procedures, defects liability processes — and aligning with those processes makes the contract run more smoothly.

We're comfortable providing progress photographs, snagging schedules, and end-of-contract handover documentation in whatever format is useful to the managing agent. We raise any issues — access problems, unforeseen substrate conditions, programme changes — promptly and in writing so there is a clear record.

Getting the Programme Right

Works in occupied blocks need a programme that minimises disruption. We typically work in sections — completing one staircase or floor before moving to the next — to ensure that residents always have access through the building. We avoid blocking fire exits and maintain safe egress at all times, in compliance with both our own responsibilities and the fire safety obligations of the building manager.

If the programme is likely to involve significant disruption — for instance, if scaffold in the entrance lobby is unavoidable — we build that into the resident communication and agree the timing with the managing agent in advance.

For blocks where the works are tenanted or heavily occupied, out-of-hours or weekend working can sometimes be arranged, though this typically attracts a cost premium that should be factored into the quote.

Summary

Working in RTM and RMC-managed blocks is rewarding work when it's properly managed. The key is understanding the regulatory context, pricing transparently, communicating clearly with leaseholders, and delivering a specification that prioritises durability in what is, effectively, a commercial-use environment. If you're a managing agent or RTM director looking for an experienced contractor for communal area works, we'd be glad to hear from you.