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.

Report a defect

Help us help you resolve issues quickly and effectively

If something isn’t quite right in your development, we’re here to help. Reporting defects clearly and promptly allows us to assess the issues properly and take the right action.

Emergencies and insurance-related issues

In an emergency, or if the defect is in respect to an insurance claim, please call the Edinburgh office in the first instance on 0131 447 8191.

Reporting major defects

Please contact your Client Relationship Manager directly should you wish to report or discuss a major defect to your property. Major defects are anticipated to require a more formal assessment to include a proposed program of works to owners.

If you want to speak with your Client Relationship Manager, please contact 0131 447 8191 and you will be transferred to the relevant person.

What happens next?

Following submission of the form, the team may make contact with you to obtain further information on the defect and/or to advise on the work status.

To minimise the cost to homeowners, if possible we will try to group minor defects as a single works order which may mean that it takes longer for the work to be completed.

Illustration of a property inspector wearing a blue hat and coat is frowning at a large crack with a clipboard in hand.

Report a defect form

Complete the form below with as much information as possible, and we’ll be in touch as soon as we can to confirm next steps.