Owners of flats or properties in shared developments in Scotland typically have a property factor responsible for maintaining common areas. This includes organising maintenance, coordinating services, and acting on behalf of all owners.
While many property factors provide a good standard of service, there may be times when homeowners feel standards have declined, communication has become poor, or costs no longer represent value for money.
In these situations, changing property factors can be an effective way to improve how a development is managed. Although the process may seem daunting at first, it becomes much simpler once you understand the steps involved and work together with other homeowners.
Understanding property factors
Property factors play a key role in managing shared spaces within residential developments in Scotland. Acting on behalf of homeowners, they arrange essential services such as repairs and maintenance, cleaning, landscaping, and block insurance.
Their role is to ensure communal areas remain safe, well maintained, and compliant with legal and safety requirements.
In Scotland, all professional property factors must operate in line with the Property Factors (Scotland) Act 2011 and follow an associated Code of Conduct. This provides homeowners with protection and sets clear expectations around communication, transparency, and financial management.
How to switch property factors
Step 1: Check your title deeds
If you’re thinking about changing property factors, reviewing your title deeds is a good place to start. Your title deeds set out the rules for managing your property. The deeds explain whether a change of factor is allowed and what level of agreement is needed. In many cases, many homeowners must agree, although requirements can vary.
Step 2: Speak to other homeowners
Changing a factor is usually a collective decision, so it’s important to talk with your neighbours. Initial conversations can be informal, helping to establish whether others share your concerns. If there is wider support, these discussions can move on to formal meetings or written summaries of issues.
Step 3: Review your current contract
Check the existing management contract to understand notice periods, termination conditions, and any potential fees. Many contracts require one to three months’ notice, so timing is important.
Step 4: Choose a new property factor
Research alternative factors, compare services and fees, and look for clear communication and transparent pricing. Requesting proposals from several companies can help homeowners make an informed decision.
Step 5: Formalise the decision and manage the handover
Once a new factor is chosen, the decision should be formally recorded in line with the title deeds and notice given to the existing factor.
The new factor will usually lead the handover process, ensuring records, finances, and ongoing services transfer smoothly with minimal disruption.
At SGPM, we combine local knowledge with national expertise to deliver reliable, transparent property management tailored to your community.
If you’re looking for a new property factor or want to find out more about how we could support your development, get in touch with our team today to learn more about our services.
