Leaseholders
Detailed information for Eastbourne Borough Council and Lewes District Council leaseholders
Leaseholder handbook
Lewes and Eastbourne Leaseholders Handbook (PDF, 487 KB)
Leasehold advisory website
Buildings Insurance
The building insurance policy details for Lewes District Council are as follows:
- Insurer: Aspen Insurance UK Limited, 30 Fenchurch Street, London, EC3M 3BD
- Insurer Phone: 020 7184 8000
- Insurer Website: Aspen.com
- Policy Number: N0AJ8LK250T
- Policy Period: April 1, 2026 - March 31, 2027 (a copy of the policy is available in the 'Downloads' section below)
- Claims Phone: 0800 358 0172
- Claims Email: [email protected]
- Standard Excess: £300
- Subsidence Excess: £1,000
The building insurance policy details for Eastbourne Borough Council are as follows:
- Insurer: Aspen Insurance UK Limited, 30 Fenchurch Street, London, EC3M 3BD
- Insurer phone: 020 7184 8000
- Insurer website: Aspen.com
- Policy number: N0AH9GV23A0R
- Policy period: 1 April 2026 - 31 March 2027 (a copy of the policy is available in the 'Downloads' section below)
- Claims phone: 0800 358 0172
- Claims email: [email protected]
- Standard excess: £250
- Subsidence excess: £1,000
It is your responsibility, as a Leaseholder, to inform the insurers and [email protected] if you are going to be absent from the property, or if the property is not going to be occupied for its intended purpose, for more than 30 consecutive days. If you do not, then the insurance and any claim may not be valid.
General buildings insurance policy queries may be directed to Matthew Britnell, Insurance Officer: [email protected].
Please note: This policy covers the structure of your home, but it does not include cover for your contents (like furniture and personal belongings). It also may not cover some additional risks if you let your property.
Future of the Policy: The current buildings insurance contract ends on 31 March 2027. In autumn 2026, we'll decide if it's best to extend the contract with Aspen (they may decline) or find a new provider. If we look for a new contract, we will consult with leaseholders as usual.
Contents Insurance
We strongly recommend all leaseholders get contents insurance. You can choose any insurer, but you might want to consider the council's Tenants contents insurance, which leaseholders can also use. We cannot offer specific advice on contents or other insurances.
Downloads
LDC leasehold Summary of Cover 2026-27 (002) (PDF, 172 KB)
EBC leasehold Summary of Cover 2026-27 (002) (PDF, 172 KB)
Forms of authority
Authority to discuss form (PDF, 87 KB)
Service Charges
We send out estimated service charge invoices every year on 1 April. This estimate is based on the average actual costs from the last five years (where available), adjusted for inflation and any expected cost changes.
You will receive a second invoice or credit note in September. This invoice will compare the actual costs with your estimated service charge for the previous financial year. It will show either an additional charge you need to pay or a refund if you've overpaid.
Major works
Before any Major Works begin, we will send you a Section 20 Consultation notice. This gives you a chance to comment during the consultation period.
In respect of windows. If you are a Lewes leaseholder, you are responsible for the repairs and replacements of your windows under the terms of your lease. You require the permission of the Council to replace your windows and will need to submit a permissions form and provide the specifications of the windows you intend to replace.
If you are an Eastbourne Leaseholder then the Council are responsible for the frames of the windows, both repairs and replacement. You as a leaseholder are responsible for the glass under the terms of your lease.
Downloads
Payment options for Major Works invoices (PDF, 96 KB)
Permission for alterations form (PDF, 129 KB)
Block repair and re-decoration programme
You can report any block repairs through our Request a repair service.
For emergencies, please call our repairs services immediately, even if this is out of hours, on 01323 410000 (option 2, then option 2).
Only the registered leaseholder can report block repairs, except in emergencies.
Before any Major Works begin, we will send you a Section 20 Consultation notice. This gives you a chance to comment during the consultation period.
Leaks
Water leaks are common in buildings containing flats. Responsibility for fixing a leak and paying for repairs depends on the cause of the leak and what your lease says.
Preventing water leaks
There are things you can do to reduce the risk of water leaks, or to reduce the damage and costs if they do happen:
- Make sure you have contents insurance that covers escape of water
- Make sure you know where your stop taps are to turn off the water supply
- Check seals around baths, showers and sinks, and replace them if they're damaged
- Check pipes, taps and appliances regularly for any signs of wear and tear
- Have your central heating checked and serviced regularly
- Take steps to fix problems quickly, such as a dripping tap or slow-draining or blocked sink. Call out a plumber if you have any concerns
- Keep heating on a low setting if you're away during cold weather, to prevent frozen pipes
If you notice any problems with the building, such as roof damage or blocked gutters, report them to us online at Housing repairs and maintenance or where it is an emergency on 01323 410000, Option 2, Option 2. (this phoneline is covered 24 hours, 7 days a week).
What to do if you have a water leak
It's important to deal with water leaks quickly because they can cause substantial damage. Eastbourne Borough Council and Lewes District Council ("the Council") and Insurance companies will expect you to have taken reasonable steps to try to stop the leak and limit the damage.
Checking the cause
How do I find the source of a leak:
- Start by checking visible pipework, taps, and seals around baths and showers.
- If you know where the main stop tap is try turning off the water supply.
- Sometimes a leak is hard to trace because the building may have many pipes and appliances. Water can also travel through the structure of a building so call in a professional plumber.
- Try to reduce any damage, for example by using buckets, mopping up water, moving furniture and appliances, and lifting carpets to help them dry out. Unplug any electrical appliances that are affected or nearby.
Once you've found the leak it's a good idea to get proof about the cause, such as photographs, or a report from a builder or plumber. You may need this for an insurance claim or if there's a disagreement.
Important
If there's a serious leak that's damaging your property and you're not able to stop it, or if there's danger from damage to electrics or the gas supply, contact a professional such as a plumber. In an emergency you can contact the fire brigade.
You should also contact the Council to report the leak, as your leak could be affecting other flats. Please initially contact the Repairs Team to inform them you are sorting out the leak on 01323 410000, Option 2, Option2. Please also send an email to the Home Ownership Team at [email protected] confirming what you have done so that they can make a note on your records, in case you need to make a claim under the Councils' building insurance.
Responsibility for fixing the leak
Your lease says who is responsible for repairs to different parts of the building. Under the Councils' lease you as a leaseholder are responsible for:
- pipes serving your flat, even if part of the pipe is outside the flat
- your own appliances, such as washing machines, dishwashers, boilers, sinks, baths and toilets.
The Council is usually responsible for:
- communal pipes, water tanks or boilers that serve more than one flat.
- leaks caused by a problem with the structure of the building, such as a leaking roof or damage to an external wall.
- repairing leaks coming from a tenant's flat.
Responsibility
If the leak is coming from your property, it is your responsibility to organise the repair work swiftly. You may be notified about the leak by a neighbour who is being affected by it or by us, if your neighbour has reported it directly to us. If we are alerted to a leak coming from your property we will try to contact you by telephone, email and post and ask you to confirm that a plumber has been or will be instructed without delay, and no later than within 24 hours.
It is important that you let us know if your contact details have changed so that we can contact you without delay and without causing more damage to the common parts of the building or your neighbours' homes.
If you do not respond to us in the timescale we ask you to, we may have to take legal action to ensure you repair the leak. We really want to avoid this as it takes time and incurs costs which you may be liable for.
If we have to move your neighbours out of their home on a temporary basis due to the severity of the leak, you may be recharged the cost of their temporary relocation costs
Where we need to assist in locating the source of a leak from tiled bathrooms/kitchens, we sometimes need to remove tiles. We cannot take responsibility for replacing the tiling/decorations. Plumbing, i.e. pipes/waste pipes etc, must be accessible for inspection.
Any damage to the internal areas of your flat are your responsibility to repair at your own cost, unless an insurance claim is made, in which case you will need to pay the insurance excess.
Non-resident leaseholders
If you do not live at the leasehold property, we will contact you using the contact information you have provided us with. You will need to contact a plumber to rectify the situation and will need to arrange access yourself.
If we need access to the property and you are unable to provide us with access yourself, you will need to arrange access either via your tenants or a managing agent. However, as the leaseholder of the property it is your responsibility to ensure we gain access where required, and that the leak is fixed promptly by yourself.
If the leak is coming from another flat or communal areas
If you think the water is coming from another flat, knock on the door and speak to the owner or tenant. You should also contact the Repairs Team and make a report online at Housing repairs and maintenance or where it is an emergency on 01323 410000.
If you think the leak is coming from the communal areas, ie: the roof, then you should report this to the Repairs Team on line at Housing repairs and maintenance or where it is an emergency on 01323 410000, Option 2, Option 2.
Insurance claims
We are responsible for arranging buildings insurance. Buildings insurance should cover repairs and redecoration to the fabric of the building, such as redecorating or replastering a ceiling, or repairs to fittings such as kitchen cabinets. You will need to contact the Councils' building insurers Aspen Insurance UK Limited on 800 358 0172 or via email at [email protected] mailto:[email protected] to make a claim.
Please be aware that there will be an insurance excess you will need to pay for any insurance claims you make.
Buildings insurance will not cover damage to your possessions such as furniture or electrical appliances. You may be able to claim on your own contents insurance, or your neighbour may be able to claim on their policy if it covers third party damage.
Whether any insurance policy will cover the damage depends on the terms of the policy. The insurance company might not pay if the damage was caused by negligence, such as leaving a bath running or taking too long to fix a problem.
Future Repairs Reserve Fund Scheme
Currently contributions are (please note that this is reviewed on an annual basis):
- BAND 1: Contributions over £1,200: capped at around £500
- BAND 2: Between £1200 and £900: capped at around £450
- BAND 3: Between £900 and £361: capped at around £360
We also set out below the answers to some questions you may have about the reserve fund.
Frequently Asked Questions
Why are you allowed to send me invoice for a reserve fund?
Under the terms of your lease, we are allowed to set and charge a reserve fund. As this is a term of your lease you cannot opt out of this.
What is and why are you asking me to pay a reserve fund?
A reserve fund is a fund held by the Council as the landlord on behalf of Leaseholders and is set aside to contribute towards the cost of major works or other significant items of expenditure expected in the foreseeable future, usually a period of 10-20 years.
What are the benefits of a reserve fund?
The expenses are pre-planned and so the costs are paid gradually in the yearly service charges rather than larger invoices needing to be paid in one go.
A well-managed reserve fund will enhance the value of the property as prospective buyers will see this as an advantage over leasehold blocks without a reserve fund.
How do the Council decide the amount?
We conduct stock condition surveys at regular intervals and work out when major works will be required over the next 10-20 years in order to make sure they are well maintained. Every year the projected works schedules and costs are provided to the Home Ownership Team so they can work out the reserve fund and ensure that Leaseholders have a reasonable amount in their funds to put towards these works. The reserve fund contribution is currently capped at £500 so there can be a shortfall for any works that will still need to be covered by Leaseholders.
Do I get interest on the money you hold?
Yes, we account to you for interest every year. This will appear on your statement.
Do you tell me when major work will be done?
Whenever major works are going to be carried out on your block, where your contribution will be over £250, we will carry out a Section 20 consultation.
Can I have a say on any major works?
The Section 20 consultation enables you to put in observations withing 30 days on receiving the notice. We must provide you with a response to those observations within 21 days of your email/letter.
What happens if I do not pay the reserve fund?
- If you do not pay the reserve fund, then there are a number of issues that you could face:
- You will not have any funds to put towards major works; this means that you may be faced with a large invoice in excess of £5000 that you will have to pay.
- You will be in breach of the terms of your lease, and we will have to follow our arrears procedure to recover the payment due under the terms of the lease.
- If we have to follow the arrears procedure this could end up with us issuing court proceedings against you to obtain a money judgment for the arrears together with additional costs and interest at the County Court rate of 8%, which will be added to any outstanding amount.
- If you continue to be in breach of your lease we may have to serve a S146 notice and bring forfeiture proceedings (otherwise known as possession proceedings) to recover your lease, which in turn will result in your lease reverting to the Council and you losing you home and all of the equity in your home
Management fees
Your management fee is a percentage of your service charge (excluding insurance and ground rent):
- 15% for the general service charge.
- 5% for major works.
Miscellaneous charges
Please see our Leasehold related fees below.
Schedule of Fees (PDF, 136 KB)
Payment terms
Service Charge Invoices: Half is due on 1 April, and the remainder on 1 October.
Direct Debit: If you pay by Direct Debit, your service charges will be split into 12 equal monthly payments.
Important: Not all leases are the same. Please check your own lease for your specific payment terms.
If you have any trouble paying your leasehold accounts, please email our team at [email protected]
Payment methods
You'll find all payment methods listed on your Service Charge invoices and statements. Please remember to use your unique payment reference number when making a payment.
- Direct Debit
- Standing order
- Telephone payment
Pay your leaseholder service charges
We ask you to pay your service charges within 28 days of your invoice unless you've made a prior arrangement with us. If you have problems paying any of your charges you should contact the council immediately.
Direct Debit mandate for Lewes District Council Leaseholders (PDF, 202 KB)
Direct Debit mandate for Eastbourne Borough Council Leaseholders (PDF, 61 KB)
Payment options for Major Works invoices (PDF, 96 KB)
Property alterations
You must get written permission from us before making any alterations to your property. Please use the 'permission for alterations form' available in the below.
It's also your responsibility to check if you need plannin or building control approval and to provide proof if it's not needed. Even if you get Planning or Building Control approval, you still need to obtain freehold permission as per your lease agreement. Our Alterations form also details any application fees.
Permission for alterations form (PDF, 129 KB)
Permissions other
Pet Permission Application Form (PDF, 154 KB)
Responsible dog ownership agreement - EBC (PDF, 176 KB)
Sub-letting
You are allowed to let your leasehold property, but we will need your forwarding address, and you will need to complete the sub-letting request below.
Leaseholders Sub-letting request form Homes First (PDF, 468 KB)
You are responsible for your tenants' actions, so make sure they follow the terms of your lease. If the lease is broken by you or your tenants, you could lose your property and forfeit your lease.
You remain responsible for paying the service charge, and invoices will be sent to your forwarding address.
Gov.uk - Guide to the Renters’ Rights Act
Lease Extensions
The Councils offer lease extensions in line with The Leasehold Reform and Urban Development Act 1993.
If you would like further information on how to extend your lease, then please contact us at [email protected] or (01323) 410000 / (01273) 471600.
You can also get independent information and advice from the government funded, Leasehold Advisory Service. Their website is Leasehold Advisory Service. This site will also provide you with details of the Leasehold Reform including details of possible future changes. You should also seek legal advice before applying for a lease extension.
Shared ownership
Property alterations
You are responsible for your own repairs, but you must get written permission from us before making any alterations to your property. Please use the 'permission for alterations form' available in the below.
It's also your responsibility to check if you need plannin or building control approval and to provide proof if it's not needed. Even if you get Planning or Building Control approval, you still need to obtain freehold permission as per your lease agreement. Our Alterations form also details any application fees.
Download
Permission for alterations form (PDF, 129 KB)
Policies
Downloads
Home Ownership Sales – Minimum Monthly Surplus Income Policy - May 2026 (PDF, 413 KB)
First Come First Served Shared Ownership Policy (PDF, 433 KB)
