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Thanks for your patience and enquiry. You are correct with respect to the first step in the process. It really is a matter for the freeholder whether to accept your request to extend the lease. Your lease agreement should stipulate under what circumstances the lease may be extended and how you may go about doing so.
If the landlord refuses to agree to an extension you may then have to go to the property tribunal with respect to this providing you meet the eligibility criteria. The usual requirement is for you to have owned your property for a minimum of two years to apply.
Please see below link with an article that explains simply the process of applying to the tribunal if your landlord refuses the lease extension.
https://www.lease-advice.org/advice-guide/lease-extension-getting-started/
Can I clarify anything for you? I hope I have answered your query in a way that is simple and easy to understand. If anything remains unclear, I will be more than happy to clarify it for you. In the meantime, thank you once again for using our services.