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.

What does it mean if a property is factored?

A property is factored when a property factor (a company, local authority, or housing association) is appointed to manage and maintain shared or common parts of land or buildings owned by more than one homeowner, for example, stairwells, roofs, lifts, gardens, parking areas, or estate grounds.

What is the role of a property factor in Scotland?

All factors operating in Scotland must be registered on the Scottish Property Factor Register and comply with the Property Factors (Scotland) Act: Code of Conduct . A property factor’s role varies on by development and can include: Organising routine maintenance of shared areas (cleaning, gardening, lift servicing, etc.). Arranging repairs and dealing with emergency call-outs. Managing building insurance where title deeds require a common policy. Handling financial administration, including invoices, budgets, and contractor payments.

Why do we have to pay factor fees?

Factor fees are paid because a property factor provides ongoing management and maintenance of shared areas. These fees generally cover: Regular management charges Routine repair costs Contributions toward maintenance, insurance and long-term repair funds. Factors set their own fees based on the building, services and contractor costs. They must provide owners with an annual financial statement detailing all work and spending.

What is a Title Deed?

A Title Deed is the legal document that proves property ownership and sets out the rules, obligations, and boundaries of the property. It may include: Ownership details Property boundaries Rights of access Maintenance responsibilities Burdens (conditions affecting how the property may be used) Most modern title deeds are recorded in the Land Register of Scotland, and copies can be purchased online via Registers of Scotland.

What is a Deed of Conditions?

A Deed of Conditions is a legally binding document, usually included within the Title Deeds, that sets out rules that apply to all properties within a building or development. It typically specifies: Which areas are ‘common’ and shared How repair and maintenance costs must be divided Each owner’s obligations for communal upkeep Restrictions on use or alterations Duties and powers of the property factor (if one is appointed). If there are gaps in the Deed of Conditions or they are unclear, Scottish law provides default rules in the Tenements (Scotland) Act 2004 and the Title Conditions (Scotland) Act 2003 .

Frequently asked questions

Residential property management can raise a lot of questions, whether you’re a homeowner, landlord, or part of a residents’ association.

This FAQ section brings together the answers to the questions we’re asked most often but if you don’t see what you’re looking for, our team is always here to help.

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Property factors in Scotland

A property is factored when a property factor (a company, local authority, or housing association) is appointed to manage and maintain shared or common parts of land or buildings owned by more than one homeowner, for example, stairwells, roofs, lifts, gardens, parking areas, or estate grounds.
All factors operating in Scotland must be registered on the Scottish Property Factor Register and comply with the Property Factors (Scotland) Act: Code of Conduct. A property factor’s role varies on by development and can include:
- Organising routine maintenance of shared areas (cleaning, gardening, lift servicing, etc.).
- Arranging repairs and dealing with emergency call-outs.
- Managing building insurance where title deeds require a common policy.
- Handling financial administration, including invoices, budgets, and contractor payments.
Factor fees are paid because a property factor provides ongoing management and maintenance of shared areas. These fees generally cover:
- Regular management charges
- Routine repair costs
- Contributions toward maintenance, insurance and long-term repair funds.
Factors set their own fees based on the building, services and contractor costs. They must provide owners with an annual financial statement detailing all work and spending.
A Title Deed is the legal document that proves property ownership and sets out the rules, obligations, and boundaries of the property. It may include:
- Ownership details
- Property boundaries
- Rights of access
- Maintenance responsibilities
- Burdens (conditions affecting how the property may be used)
Most modern title deeds are recorded in the Land Register of Scotland, and copies can be purchased online via Registers of Scotland.
A Deed of Conditions is a legally binding document, usually included within the Title Deeds, that sets out rules that apply to all properties within a building or development. It typically specifies:
- Which areas are ‘common’ and shared
- How repair and maintenance costs must be divided
- Each owner’s obligations for communal upkeep
- Restrictions on use or alterations
- Duties and powers of the property factor (if one is appointed).
If there are gaps in the Deed of Conditions or they are unclear, Scottish law provides default rules in the Tenements (Scotland) Act 2004 and the Title Conditions (Scotland) Act 2003‍.

Frequently asked questions

Property factors in Scotland

1. What does it mean if a property is factored?

2. What is the role of a property factor in Scotland?

3. Why do we have to pay factor fees?

4. What is a Title Deed?

5. What is a Deed of Conditions?