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.

Supporting the community

Supporting our communities

Making a positive difference across Scotland and Northern Ireland

Our vision is to make a difference in the lives of our clients, team members and communities and to inspire others to do the same. We’re committed to playing our small part in making a positive change in the world around us.

As a people-first property factor, we believe responsible property management should contribute positively to the wider community.

Three Charles White employees in front of the care van with food and hot drinks for vulnerable people with Edinburgh Castle behind them.

We recognise the importance of supporting charities, both locally and internationally, and do this in several ways:

A portion of our profits are donated to charitable causes each year. Our team contributes to this process by helping decide where some of the funds go – there is often a personal connection to the charities we give to.
Charities we’ve supported include local and international organisations who support the development of young people, alleviating poverty, international school sponsorship, hospices, cancer charities, food banks and international emergency relief.
Our employees are encouraged to get involved in raising money for charity and we match donations up to £100 for any sponsored/fundraising activities.
Staff recently took part in the Run with Ron fundraiser for Strathcarron Hospice, a charity with strong personal significance for several members of our team. Donations were matched by Charles White, reflecting both our funding commitment and the team’s shared motivation to give back to a cause close to home.
We work with our contractors to raise money for charity each year and have held gumball rallies and Christmas toy donations, among other events.
Every team member is given five paid days per year they can use to volunteer with local charities.
This not only helps them put their existing expertise to good use, but they often return with new ideas and a different perspective that helps them better serve our clients.

Illustration of a building contractor with a round head and body wearing a harness with one arm raised.

“We rely massively on volunteers to run this project daily, through both serving and driving the van. Having the reliable, and friendly support from our volunteers at Charles White during the lunch run is incredible and we’re so grateful. Thank you for making this service possible!”

— Hannah Nelson, Director of Income Generation, Bethany Christian Trust

A man wearing a cap collects food from the Bethany Christian Trust care van where Charles White staff are volunteering.

Once a month, a team from Charles White volunteer on Bethany Christian Trust’s Care Van’s lunchtime run, providing practical support people in crisis on the streets of Edinburgh. The Edinburgh Care Van is a vital service providing food, hot drinks, and conversation to those who find themselves homeless or in crisis.

Living our values

Our community initiatives are an extension of the values that underpin how we operate as a property factor. They reflect our commitment to others and our collective sense of responsibility.

Find out more

Are you looking for a property factor that really cares?

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Illustration of three people working together to assemble large puzzle pieces.