What does a property factor do?
Image: Staff inspecting a managed development
A guide for homeowners in Scotland.
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 the maintenance, repairs, and general running of any communal spaces. Whether you have a property factor already or are considering appointing one, this guide should give you the information you need.
What is a property factor?
A property factor is a professional managing agent who looks after the shared or communal areas of a residential building or development in Scotland.
Do you have to use a property factor?
No, you do not always have to use a property factor.
In Scotland, some properties are set up so that a property factor is required, usually because it is written into the tile deeds or agreed as part of the development. In these cases, homeowners have to use a factor to manage and maintain the shared areas.
In some developments, homeowners choose to organise maintenance themselves, working together to arrange repairs, upkeep and payments for any communal areas.
What areas does a factor look after?
A factor can look after a development’s shared spaces which 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 practical terms, a property factor will arrange routine jobs like stair cleaning, gardening, lift servicing, and grounds maintenance. They’ll also handle repairs, whether that’s fixing a leaky roof, dealing with a broken light, or coordinating emergency call‑outs when something urgent happens.
On top of the physical upkeep, a factor manages the financial side of things too. They issue invoices, collect payments from owners, prepare budgets, and pay contractors, helping everything run smoothly and transparently. In many cases, they also look after the building’s insurance policy where a shared policy is required.
What property factors don’t usually cover
Property factors usually only look after the shared areas, this means they don’t arrange repairs and maintenance inside an individual home. They also don’t make decisions on behalf of homeowners, a factor’s role is to manage and coordinate shared responsibilities, not replace the homeowner’s own obligations.
How much does property factoring cost?
The cost of property factoring depends on the building, the services provided and how the costs are shared with homeowners. Factoring costs are usually made up of a few elements such as insurance, routine maintenance costs, repairs, the float, a sinking fund for future works and a management fee.
Why property factoring matters in Scotland
In Scotland, property factoring is regulated by the Scottish Government and factors play an important role, acting on behalf of all homeowners. The factor is responsible for taking care of day‑to‑day administration, organising maintenance and repairs, and managing the financial side of looking after communal property.
When to consider changing property factor
If your current property factor isn’t giving you the service, support or value you expect, homeowners in Scotland can appoint a new factor. It is important to take time to compare other managing agents and understand what each offers. Asking the right questions can help you choose a factor who’s transparent, reliable and a good fit for your development.
About Charles White Limited
Based in Edinburgh and working across Scotland, Charles White Limited is one of Scotland’s oldest and most respected property management companies. We have been working in property across Scotland since 1840 and are a well-known, established name in residential property management. We offer an award-winning service built on experience, transparency and full compliance with Scottish regulations. From everyday tasks such as grounds maintenance to the full management of complex residential developments, we take a proactive, people-focused approach. We work hard to ensure our clients always feel informed through regular, clear communication and our commitment to transparent financial management.