A Licence for Alterations agreement can be quick and painless — or it can become slow, expensive and frustrating. The difference usually isn’t the works themselves. It’s how well the process is managed, how clearly the risk is addressed, and how professionally everyone communicates.
In most cases, the freeholder/managing agent isn’t trying to stop you improving your home. They’re trying to avoid problems that affect the whole building: water escape, noise complaints, fire safety issues, structural risk, and damage to common parts. If you show you understand those risks and you’ve planned for them, agreements tend to run far more smoothly.
Below is a detailed, practical “how-to” guide that covers what to do before you apply, how to present your proposals, how to handle fees and conditions, and how to keep things calm if the process becomes difficult.
1) Start with clarity: know what you’re asking permission for
Licence discussions become messy when the freeholder can’t pin down what’s proposed. Before you contact the managing agent, write a short scope that answers:
- What exactly are you doing? (room-by-room summary)
- What are you not doing? (no structural works / no wet room relocation / no external penetrations, etc.)
- How long will it take? (estimated duration and noisy phases)
- Who is doing it? (contractor name and key contact)
A one-page scope that removes ambiguity will save you weeks of back-and-forth later.
2) Check the lease and building rules early (avoid avoidable pushback)
Many delays happen because the leaseholder misses a clause that later becomes a “surprise” issue. The common ones are:
- flooring and acoustics restrictions
- structural alteration prohibitions
- restrictions on external appearance (windows, vents, flues)
- wet-area relocation restrictions
- rules about working hours, lifts, deliveries, and waste
Smooth agreements are built on no surprises. If you identify restrictions early, you can design around them.
3) Submit a “decision-ready” pack (the single biggest smoother)
The fastest applications are the ones where the freeholder’s surveyor and solicitor have everything they need in one organised bundle.
A strong pack usually includes:
- a clear written scope of works
- drawings (existing/proposed) where changes are meaningful
- specification notes (materials/finishes)
- method statement and programme
- contractor details and insurance certificates
- protection plan for common parts (lifts/corridors/stairs)
Add the right extras depending on the works:
- Structural engineer drawings/calculations for wall removals/openings/steels
- Acoustic underlay specification for hard flooring (plus installation method)
- Wet-area detail for kitchens/bathrooms: drainage routes, ventilation approach, waterproofing strategy
- A note on fire stopping for service penetrations (what will be used and how it will be verified)
- Confirmation of the route for building regulations (where applicable)
Why this keeps it smooth: it prevents the stop-start cycle of “we need more information,” and it gives the freeholder confidence to move to licence drafting quickly.
4) Treat the “big four risks” as headline items (it reduces objections)
Most licence friction comes from four predictable risks. If you address these explicitly, agreements move faster.
1) Structure
If anything could be perceived as structural:
- provide engineer input
- clarify whether walls are loadbearing
- explain sequencing and temporary support (if relevant)
2) Fire safety and penetrations
If works include downlights, ducts, pipework or cabling through walls/floors:
- state how penetrations will be sealed and fire stopping reinstated
- consider photos before closing up (useful evidence later)
3) Water escape risk
If kitchens/bathrooms are involved:
- show drainage routes and connections
- explain waterproofing and sealing approach
- confirm competent installers and adequate insurance
4) Noise and acoustics
If hard flooring is proposed:
- specify a robust acoustic underlay
- explain perimeter isolation details
- confirm any testing requirements (if the building requires it)
If the freeholder sees you’ve controlled these risks, the tone of the process changes.
5) Handle fees and professional costs sensibly (don’t let money derail the process)
It’s common for leaseholders to pay the freeholder’s:
- surveyor fees (review/inspections)
- legal fees (drafting the licence)
- admin fees
- sometimes a refundable deposit
To keep this smooth:
Ask early, not late
- “Please confirm the anticipated fees and whether they are fixed or hourly.”
- “Please provide a range estimate for surveyor and solicitor fees.”
Keep it proportional
If fees seem high, challenge politely and specifically:
- ask what tasks they cover
- query duplication
- suggest fixed fees for small scopes
Avoid: refusing all fees on principle. That often stalls progress entirely. It’s usually better to keep the process moving and query anything disproportionate with facts.
6) Keep communications professional, written, and structured
Licence negotiations drift when communications become informal and emotional.
Best practice communication
- Keep key decisions in email.
- If you have a call, follow up with a summary:
“Further to our call, my understanding is… outstanding items are… next step is…”
Ask “closing” questions
These move the process forward:
- “Please confirm the outstanding documents required to proceed to drafting.”
- “Please confirm whether the surveyor has any further technical concerns.”
- “Please confirm expected timescales for drafting once the pack is complete.”
Structured questions force structured answers.
7) Be flexible on conditions that are genuinely standard
Most freeholders include conditions covering:
- working hours
- protection of common parts
- contractor insurances
- making good any damage
- inspections
- compliance with statutory approvals
These are normal. The best strategy is:
- accept standard conditions quickly
- reserve negotiation for the few items that are genuinely excessive
The more cooperative you are on the “normal stuff,” the more credibility you have if you need to push back on something unreasonable.
8) Avoid common behaviour that makes agreements messy
These are the typical “agreement killers”:
Starting work early
This immediately puts you in breach and makes the freeholder defensive.
Changing the scope mid-process
Variations create uncertainty. If you must change scope, flag it early and provide revised drawings/specs.
Not appointing a contractor until the end
If no contractor is identified, it’s harder to assess insurance, method, and programme.
Underplaying nuisance
If neighbours complain, the freeholder will clamp down. Plan for noise/dust and be honest about the disruptive stages.
9) If the freeholder becomes difficult, keep it calm and procedural
When the process starts to drag:
- ask for a written list of outstanding requirements
- ask for written reasons for any refusal/condition
- propose a timeline (“please respond by… so we can avoid delay”)
- escalate through the managing agent’s internal process if necessary
Often, “difficult” behaviour becomes manageable once the freeholder must state their position clearly.
10) Plan for the end: completion evidence and future saleability
Smooth agreements don’t end when the works end. A well-managed licence process finishes with proper records:
- signed Licence for Alterations
- drawings/specs referenced in the licence
- building control completion certificate (if applicable)
- electrical / gas certificates (as relevant)
- acoustic test results (if required)
- completion photos for any hidden fire stopping (if relevant)
Keeping a tidy “licence file” makes selling and remortgaging vastly easier.
A simple checklist for a smooth agreement
If you want the process to stay smooth, aim to deliver:
- ✅ clear scope (and what you’re not doing)
- ✅ decision-ready pack (drawings, method statement, insurance)
- ✅ engineer/acoustic/wet-area details where relevant
- ✅ common parts protection and nuisance control plan
- ✅ early clarity on fees and timelines
- ✅ written, structured communication
- ✅ no works until the licence is signed
- ✅ clean completion paperwork
Want help keeping your Licence for Alterations agreement on track?
Email mail@howorth.uk or call 07794 400 212. Tell us what works you’re planning and what stage you’re at. We can help you prepare a decision-ready submission, anticipate the freeholder’s concerns, and keep the agreement process moving with minimal delay and dispute.