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.

How our portal works

My Charles White portal

My Charles White provides homeowners with secure, online access to all the information relating to their account in a convenient and accessible way. Once registered you can:

View all service charge invoices and account statements
Access important documentation relating to your development
Monitor a snapshot of the credit control position of your development.
Make online payments quickly and securely
Contact your Client Relationship Manager directly.

You are notified by email (or receive a notification if you have downloaded the app) when something new is added to the portal, and all invoices are kept in one place which makes life simpler and easier for you.

We have Cyber Essentials certification, demonstrating our ongoing commitment to protecting customer data and maintaining robust security standards.

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Going paperless

Homeowners can choose to go paperless by registering for the portal and updating their communication preferences. Once registered, all you have to do is select the box to stop receiving paper invoices and the saving will automatically be applied to your next invoice. Register for the portal online or call our accounts team on 0131 447 8191 Option 1.

Unless registered with the Charles White Limited portal and opting for paperless, clients will receive correspondence and invoices in hard copy format via the postal service for which a monthly charge of £1.00 + VAT will be charged to cover paper, posting and administration. For Non-UK postal addresses, the fee will be £2.00 + VAT per month.

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How our portal works

My Charles White portal

Going paperless

Are you ready to take the first step?Get your questions answered.

Are you ready to take the first step?
Get your questions answered.