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 a factor do?

As a property factor, sometimes called managing agent, is appointed to manage the shared parts of a residential development on behalf of homeowners. This means we are responsible for the maintenance and interests of the communal areas within a residential development.

Each development is different, so we listen to the priorities of homeowners and then act on their behalf, ensuring the communal areas are well maintained.

We operate within the authority set out in our Written Statement of Services, a document issued to all homeowners setting out our terms and service delivery standards. We provide routine core services to ensure your development is safe and well maintained.

What are core services?

Core services are the routine, ongoing services needed to keep your development safe and well maintained for example stair cleaning, grounds maintenance, roof inspections, health and safety testing. These are delivered in line with our written Statement of Service.

What are non-core services?

Non-core services are works or services outside the routine scope, often larger, less frequent or improvement-led such as paintworks or carpet replacements. Decisions on these activities are made jointly by owners as set out in your deeds, or the Tenement (Scotland) Act 2004. The Title Deeds or Deed of Conditions provides for the appointment of professional managing agents or a factor to manage the common parts.

Is property factoring regulated in Scotland?

Yes, The Property Factors (Scotland) Act 2011 regulates property factors in Scotland.

Property factors providing services to homeowners must be registered. In addition, they must comply with a code of conduct for property factors that sets out minimum standards for their services.

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What are Title Deeds/Deed of Conditions?

The Title Deed or Deed of Conditions is a legal document that sets out:

What counts as the common parts
The owner’s responsibilities for maintenance of those common parts
How costs are apportioned (what each proportion each owner pays)
How things like meetings, voting and decisions should work.

As factors, we carry out our responsibilities in accordance with the title deed and use this as a reference point to ensure that things like meetings, voting and apportionment of costs are carried out in accordance with the Title Deed.

If your Deeds are silent on any issue such as meeting quorums or how decisions can be made then there is legislation to assist. The Tenements (Scotland) Act 2004 and the Title Conditions (Scotland) Act 2003 provide useful information for owners. We can help point you in the right direction.

If you don’t have a copy of your Title Deed, you can order a copy from the Registers of Scotland.

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What is a Residents’ Association/Committee?

Residents’ Committees/Associations are organisations formed by groups of people from a development who come together to address issues within their development or local area and act as a voice for their community.

A Residents’ Committee/Association can only be set up by owners within the development after following the requirements of the Title Deed on this matter. Once a committee is in place, it represents the interests of the owners with regards to management of the development and we will take instructions from those involved.

We see the benefit of working with committees and would encourage developments without a committee to consider forming one.

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