What is a property factor?

A property factor is a professional managing agent who looks after the shared or common areas of a residential building or development in Scotland. These shared spaces can include stairwells, roofs, lifts, gardens, parking areas, landscaped grounds, and other communal parts owned jointly by homeowners. The factor’s job is to make sure these spaces are well maintained, safe, and meet all legal requirements. In Scotland, property factoring is regulated by the Scottish Government, and factors act on behalf of all homeowners. The factor is responsible for day to day administration, organising maintenance and repairs, and managing the financial side of looking after communal property.

What does a property factor do?

A property factor takes care of the day to day management and upkeep of the shared areas in a building or development. Their role is to make life easier for homeowners by organising maintenance, repairs, and the general running of communal spaces. In practical terms, a property factor arranges routine jobs such as stair cleaning, gardening, lift servicing, and grounds maintenance. They also manage repairs, including emergency call outs when urgent issues arise. In addition, a property factor handles the financial side by issuing invoices, collecting payments, preparing budgets, paying contractors, and in many cases managing the building’s insurance policy where a shared policy is required.

Why do we need a property factor?

A property factor helps take the hassle out of managing the shared parts of a building or development. When multiple homeowners share responsibility for areas such as roofs, stairwells, lifts, gardens, or parking areas, it can be difficult to coordinate repairs, agree costs, and ensure work is carried out properly. A property factor arranges routine maintenance, manages repairs, organises emergency call outs, and looks after the financial aspects of maintaining communal areas. They also help ensure legal requirements are met and that homeowners are kept informed and treated fairly.

How do we change property factor?

If your current property factor is not providing the level of service, support, or value you expect, homeowners in Scotland can appoint a new property factor. It is important to take time to compare managing agents, understand what services they offer, and ask the right questions before making a decision. Choosing a transparent and reliable factor who is a good fit for your development can lead to better communication, improved service, and a smoother overall experience.

Environmental and sustainability policy

Our policy

Businesses can have a negative impact on the environment, so there’s a firm commitment through Charles White to finding ways we can reduce our environmental impact.

Whether we’re in the office or out visiting clients, we take the following steps to minimise the environmental impact of our business and keep this policy under regular review.

Illustration of two building contractors building a brick wall, one on top and one on the side, with a shovel nearby.

● Files and records are stored electronically
● Invoices and customer communications are stored on our client portal/emailed to clients where they have elected to do so
● Recycle as much waste material as possible. All paper waste is shredded and then recycled. Other waste is recycled if possible
●   Ink cartridges
●   Items such as computers and printers we no longer use are donated or given away where possible
●   Reuse waste paper (from the printer) where possible, making use of the blank side for notes
●   Office lighting is low energy and is movement controlled and will automatically switch off quickly
●   Laptops are removed from docking stations and switched off after work
●   Heating is controlled and only used when necessary
● Avoid unnecessary travel by making use of instant messaging, video and audio conferencing, telephone and email
● Plan routes for development visits to ensure mileage remains as low as possible

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Learn more about who we are and our values.