How to Approve a Contractor Quote in Your Block (Step by Step)

The roofer sends a quote for £8,500. The managing agent forwards it. Now you need leaseholder approval — but nobody can agree on how to vote, where to post the quotes, or what happens if not everyone responds. Here is a process that works.

Step 1: Share the quotes before asking for a decision

Upload all quotes to the document library. Post an announcement explaining what work is needed, why, and what each quote includes. Give residents at least five working days to read them before opening a vote.

Step 2: Frame one clear question

Bad: 'What do you think about the roof?' Good: 'Approve ABC Roofing's quote of £8,500 for communal roof repairs, funded from the reserve fund?' A yes/no question with the cost attached gets a yes/no answer.

Step 3: Open a recorded vote with a deadline

• Set a closing date — typically 7 to 14 days for non-urgent works.
• Make the vote visible to all residents, not just those who reply to email.
• Record the result permanently alongside the quotes.

Step 4: Confirm and communicate the outcome

Post the result as an announcement. Instruct the contractor. Store the signed contract and final invoice in the document library. When someone asks about the roof in two years, the entire decision trail is one click away.

Run the whole process in one place

CommonCouncil handles this end to end: post the quotes, open the vote, record the result, and store the paperwork. No email chains, no WhatsApp arguments, no lost decisions.