The problem
Leaseholders need clear letters on service charges, major works and consultation, and each one takes time to write from scratch. If you send 8 such letters a month and each takes 40 minutes, that's 320 minutes, about 5.3 hours a month.
What the AI does
You give ChatGPT, Claude or Gemini the facts of the works or query (without leaseholder names), and ask for a plain-English letter or a summary of the contractors' estimates. For Section 20 consultation, the statutory notice wording comes from a trusted template and is not rewritten by AI; the assistant helps with cover letters, explaining estimates and answering leaseholder questions. The block manager checks the figures and every statement against the lease, the estimates and the consultation regulations, takes legal advice when unsure, and decides what is sent. Section 20 consultation dates are recorded first in your management system or diary.
A worked example
A block manager in Reading looks after 12 blocks. About 8 leaseholder letters a month need real writing, including covering letters for planned works and replies to service charge queries.
Before
40 minutes to write each of 8 letters: 320 minutes, about 5.3 hours a month
After
About 20 minutes to draft and check each: 160 minutes, about 2.7 hours a month
What it's worth
About 2.7 hours a month saved (20 minutes x 8 letters = 160 minutes), worth around £80 if the block manager's time is worth £30 an hour. The free plans can do this; a paid plan costs up to about £20 a month for one person.
How to set it up
- Keep a template for the statutory consultation notices from a trusted source, and check them with a solicitor if a notice is for a real project.
- Record every Section 20 stage and its consultation period first in your management system or diary, with a named person.
- For a cover letter or explainer, give the assistant the works, the cost and the dates without names, and ask for plain English.
- Check every figure, date and legal statement against the lease and the estimates; delete anything you can't evidence.
- Send from your own letterhead and file a copy in the block's records.
What goes wrong
- Consultation requirements are strict and a mistake can limit what you can recover from leaseholders. AI must not rewrite statutory wording or timings.
- An assistant can state a legal position confidently and be wrong. Take legal advice when a letter turns on the lease or the law.
- Leaseholder names and addresses stay out of consumer AI plans.
- Check dates yourself. Consultation periods and your diary entries are your responsibility.