What Documents Do You Need for a Licence to Alter?
If you are planning alterations to a leasehold flat, confirming that you need a Licence to Alter is only the first step.
The next question is usually:
What documents do you need to submit to the freeholder or managing agent?
A Licence to Alter application needs to explain exactly what work is proposed, how it will be carried out and whether it could affect the structure, fire safety, shared services or neighbouring properties.
Providing complete and coordinated information from the beginning can reduce technical queries and help prevent unnecessary delays.
What is required for a Licence to Alter application?
The exact requirements will depend on:
- The wording of the lease
- The type of property
- The extent of the proposed works
- The requirements of the freeholder
- The managing agent’s application process
- Whether structural alterations are involved
A typical application may require:
- Existing and proposed drawings
- A detailed scope of works
- Structural calculations
- Building Control information
- Planning documents, where applicable
- Contractor insurance certificates
- Construction method statements
- A programme of works
- Flooring and acoustic specifications
- Plumbing and drainage details
- Fire-safety information
The documents should all describe the same proposed works. Inconsistencies between the drawings, scope and technical information can lead to further questions and delays.
1. Existing and proposed drawings
The freeholder’s surveyor will normally need drawings showing the property before and after the proposed alterations.
These may include:
- Existing floor plans
- Proposed floor plans
- Sections and elevations
- Walls being removed
- New walls being constructed
- New or altered door openings
- Kitchen and bathroom changes
- Plumbing and drainage routes
- Structural alterations
- Window or external door changes
The drawings should be clearly labelled and prepared to a suitable scale.
They should allow the surveyor to understand exactly what is changing without having to rely on assumptions.
2. A detailed scope of works
A scope of works is a written description of the construction work.
It should be detailed enough to explain:
- What will be removed
- What will be retained
- How new walls will be built
- What structural work is required
- How plumbing and drainage will be altered
- What electrical work is proposed
- How fire-stopping will be maintained
- What flooring will be installed
- How communal areas will be protected
- How waste will be removed
- How completed areas will be made good
Descriptions such as “refurbish the bathroom” or “change the layout” are usually too vague.
The scope should explain the proposed method of construction and align with the drawings.
3. Structural calculations
Structural information may be required if the work involves:
- Removing a load-bearing wall
- Creating a structural opening
- Installing a steel beam
- Altering a floor or roof
- Cutting into structural elements
- Increasing the load on the building
- Installing heavy equipment or finishes
A structural engineer may need to provide:
- Structural calculations
- Beam sizes
- Connection details
- Supporting drawings
- Temporary support requirements
- Installation instructions
The freeholder may appoint their own surveyor or structural engineer to review this information.
4. Building Regulations information
A Licence to Alter is separate from Building Regulations approval.
Depending on the work, the application may include:
- Building Control application details
- Approved plans
- Plans-check comments
- Fire-safety information
- Structural calculations
- Building Regulations specifications
- Completion certificates
The freeholder may require confirmation that the proposed work complies with the relevant regulations before issuing consent.
5. Planning permission
Many internal alterations do not require planning permission.
However, planning approval may be needed where the work affects:
- The external appearance
- Windows or external doors
- Roofs
- Balconies or terraces
- Extensions
- Listed buildings
- Conservation areas
- The permitted use of the property
Where planning permission or listed building consent is required, the freeholder may request copies of the approved drawings and decision notice.
6. Contractor insurance documents
The freeholder or managing agent may ask for evidence that the appointed contractor has suitable insurance.
This may include:
- Public liability insurance
- Employers’ liability insurance
- Contractor’s all-risks insurance
- Professional indemnity insurance, where relevant
- Insurance policy schedules
- Insurance certificates
The required cover levels may be set out in the lease or managing agent’s alteration guidelines.
It is sensible to check these requirements before appointing the contractor.
7. Construction method statements
A method statement explains how the work will be carried out.
It may cover:
- Site access
- Delivery arrangements
- Protection of communal areas
- Lift protection
- Noise control
- Dust control
- Waste removal
- Water isolation
- Structural alterations
- Temporary supports
- Hot works
- Fire-stopping
- Daily cleaning
- Security arrangements
- Emergency procedures
In an occupied block of flats, the freeholder will usually want reassurance that disruption to neighbours will be controlled.
8. Construction programme
A programme of works helps the freeholder and managing agent understand how long the project is expected to take.
It may show:
- Proposed start date
- Anticipated completion date
- Overall project duration
- Demolition periods
- Structural-work dates
- Noisy-work periods
- Delivery dates
- Inspection stages
- Working hours
The programme does not always need to be highly detailed, but it should demonstrate that the work has been properly considered.
9. Flooring and acoustic specifications
Hard flooring is a common concern in leasehold flats because it can increase impact noise for neighbours below.
If you are installing timber, laminate, engineered flooring or tiles, you may need to provide:
- Flooring product details
- Acoustic underlay specification
- Impact-noise test information
- Floor build-up details
- Installation method
- Perimeter-isolation details
- Acoustic consultant’s advice
Some leases restrict hard flooring completely or require specific acoustic standards.
The lease should be checked before flooring is purchased.
10. Plumbing and drainage details
Moving a kitchen, bathroom or utility room can affect shared drainage and water services.
The application may need to show:
- New kitchen or bathroom locations
- Waste-pipe routes
- Soil-stack connections
- Pipe sizes
- Drainage falls
- Waterproofing systems
- Access for future maintenance
- Water-isolation arrangements
- Leak-detection measures
The freeholder may be particularly cautious where a bathroom or kitchen is being moved above a neighbouring bedroom or living room.
11. Electrical, heating and ventilation information
For more substantial work, the freeholder may request information about:
- New electrical circuits
- Consumer-unit changes
- Heating alterations
- Underfloor heating
- Extractor fans
- Ventilation systems
- Air-conditioning equipment
- Boiler alterations
- Shared-service connections
The contractor may also need to provide electrical, heating or ventilation certification when the work is completed.
12. Fire-safety information
Fire safety is especially important in blocks of flats and other multi-occupied buildings.
The application may need to explain any changes involving:
- Fire doors
- Fire-resistant walls
- Fire-resistant ceilings
- Compartmentation
- Service penetrations
- Fire-stopping
- Smoke alarms
- Heat alarms
- Escape routes
- Protected corridors
Any penetration through a fire-resisting wall, floor or ceiling should be properly sealed and recorded.
13. Party Wall information
A Licence to Alter does not replace the requirements of the Party Wall etc. Act 1996.
Depending on the work, you may also need to:
- Serve a Party Wall notice
- Appoint a Party Wall surveyor
- Obtain a Party Wall Award
- Record the condition of neighbouring properties
The freeholder may ask for evidence that the Party Wall process has been considered before work begins.
14. Pre-construction surveys
Additional surveys may be required depending on the age and condition of the property.
These may include:
- Asbestos survey
- Structural survey
- Drainage survey
- Electrical inspection
- Fire-door survey
- Acoustic survey
- Damp investigation
- Measured survey
Completing the right surveys early can help identify risks before construction begins.
What happens after the application is submitted?
Once the information is submitted, the freeholder’s surveyor will usually review the proposal.
The process may include:
- Reviewing the lease
- Inspecting the property
- Checking the drawings
- Reviewing the scope of works
- Assessing structural calculations
- Confirming statutory approvals
- Reviewing contractor insurance
- Raising technical questions
- Agreeing conditions for the work
- Preparing the formal Licence to Alter
The surveyor may also inspect the works during construction and request completion documents at the end.
Why are Licence to Alter applications delayed?
Common reasons for delay include:
- Incomplete drawings
- A vague scope of works
- Missing structural calculations
- Insufficient insurance cover
- Unclear drainage proposals
- Missing acoustic details
- Outstanding Building Control information
- Slow responses to surveyor queries
- Design changes after submission
- Differences between the drawings and scope
Submitting a complete and coordinated package is usually more efficient than sending documents separately over several weeks.
Can work begin before the Licence to Alter is approved?
Where the lease requires written consent, work should not begin until formal approval has been granted.
Starting early may result in:
- The work being stopped
- Additional legal costs
- Retrospective approval fees
- Completed work being opened up for inspection
- Unauthorised work having to be removed
- Problems when selling or refinancing the property
The safest approach is to secure all required approvals before construction begins.
How Bayocorp can help
Bayocorp supports clients planning leasehold refurbishments, flat renovations and internal alterations across London and the South East.
We can assist with:
- Detailed scopes of work
- Construction programmes
- Method statements
- Contractor insurance information
- Buildability advice
- Coordination with architects
- Coordination with structural engineers
- Technical responses to surveyor queries
- Fire-stopping information
- Completion and handover documents
- Delivery of the approved construction works
The legal Licence to Alter will normally be prepared by the freeholder’s solicitor. However, involving an experienced contractor during the pre-construction stage can help ensure that the information submitted is clear, coordinated and practical.
Preparing a Licence to Alter application?
Make sure the drawings, scope, structural information and contractor documents all describe the same proposed work.
Careful preparation at the beginning can reduce delays and help the project move smoothly from approval into construction.
Bayocorp provides refurbishment, pre-construction and project-management support for leasehold properties throughout London and the South East.
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