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Our charging schedule, explained

When we send you your bill, we send you an annual charging schedule. This sets out a forecast of all your charges throughout the year.

Please note that you won't see all the items in this sample in your actual charging schedule. What you will see depends on the services provided in your building.

For GPs Your costs for rent, business rates, water and clinical waste collection are reimbursable. We have highlighted where costs are reimbursable on this site.

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Property Details

This page summarises the details we have for your property. If any of these details are incorrect, let us know by contacting customer.service@property.nhs.uk

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Summary of your charges

Your costs are split into three groups:
- Rent
- Facilities Management and
- Services charges and Additional Sums
You can find out more about the differences in our Q and A section.

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Billing Summary

This page gives a further breakdown of your charges for the year ahead, and how much your monthly or quarterly bills will total.

For GPs your rent costs are reimbursable.

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Facilities Management costs

Facilities management charges are the costs of maintaining the space used by your specific organisation.

 You may not have all of these categories in your specific bill. What you see will be based on the space you occupy and the services you use.

Sometimes, you might see cleaning, maintenance or other charges listed twice and if this has happened, it’s probably because one is a service charge relating to the common areas and one is a facilities management charge, relating to your exclusive area.

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Service Charges and Additional Sums

Service charges relate to the ‘common areas’ of your building, when you share it with other organisations. Examples of common areas are the reception, or the lifts.

Additional sums are rates, utilities, insurance and superior landlord passthrough.

A superior landlord is the owner of the building or site you occupy. In some cases, NHS Property Services manages a building on behalf of the superior landlord and we pass on their costs. This is known as superior landlord passthrough.

Sometimes, you might see cleaning, maintenance or other charges listed twice and if this has happened, it’s probably because one is a service charge relating to the common areas and one is a facilities management charge, relating to your exclusive area.

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Management Fees explained

Management fees are charged on specific services at either 5 or 10 percent, according to a policy agreed with the Department of Health. You can find out more about this in our Frequently Asked Questions section.

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Facilities Management and Service Charge costs breakdown

This page sets out a more detailed breakdown of your facilities management and service charge costs. Not all customers will see all the categories listed here. What you see will depend on the space you occupy and the services you use.

Where a charge is listed under facilities management, it is because it relates to work done in the areas of your building which you use exclusively.

Where a charge is listed under service charges, it is because it relates to work done in common areas of your building, such as the reception or the lifts.

For GPs your costs for clinical waste collection, business rates and water are reimbursable.

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Professional Fees

Sometimes we use the services of an outside expert, such as a surveyor, to make sure the services in your building run smoothly. Where we need those services, they will show up on your bill as professional fees.

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Planned Costs

The costs outlined in your Annual Charging Schedule are forecasts for the year ahead. At the end of the year, we re-calculate your costs again based on the actual amount of facilities or services you have used and settle the difference with you. This is known as the ‘true-up’ process.

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Landlord Passthrough

In some cases, NHS Property Services doesn’t own your building, but we manage the building on behalf of someone else. We then pass on to you the costs as set down by the building owner, known as the superior landlord.

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Utilities 'other'

If utilities other is listed, this will be highly specific to services provided at your property. Please contact customer.service@property.nhs.uk if you have questions on this.

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Planned costs forecasts

Some costs are listed as planned, for example planned contract maintenance, or planned contract cleaning. The costs outlined in your Annual Charging Schedule are forecasts for the year ahead. At the end of the year, we re-calculate your costs again based on the actual amount of facilities or services you have used and settle the difference with you. This is known as the ‘true-up’ process.