Repairs

Getting Repairs Done Through Your Property Factor in Scotland

One of the primary responsibilities of a property factor is arranging and managing repairs to the communal areas of a building or development. Whether it’s a leaking roof, damaged guttering, faulty lighting, or maintenance to shared grounds, homeowners often rely on their property factor to organise the necessary work.

Understanding how the repairs process works can help homeowners know what to expect, avoid unnecessary delays, and ensure that communal maintenance issues are dealt with effectively.

What Repairs Does a Property Factor Usually Handle?

A property factor is generally responsible for arranging repairs and maintenance to common areas shared by multiple owners.

This may include:

• Roof repairs.
• Guttering and downpipes.
• External walls and rendering.
• Communal stairwells and entrances.
• Shared lighting systems.
• Door entry systems.
• Lifts and communal equipment.
• Landscaping and grounds maintenance.
• Car parks and shared access roads.

The exact responsibilities of a property factor will depend on the title deeds, Deed of Conditions, and the Written Statement of Services provided by the factor.

Reporting a Repair

If you notice a problem affecting a communal area, it is important to report it to your property factor as soon as possible.

When reporting a repair, provide:

• A clear description of the issue.
• The exact location of the problem.
• Photographs where possible.
• Information about any immediate risks or safety concerns.

The more information you provide, the easier it will be for the factor to assess the situation and arrange appropriate action.

How Property Factors Assess Repairs

Once a repair has been reported, the factor will usually assess the issue to determine:

• Whether the repair falls within their responsibilities.
• Whether the work affects common property.
• The urgency of the repair.
• Whether contractor inspections are required.

For routine repairs, a factor may seek quotations before proceeding. For larger projects, multiple quotations may be obtained to ensure value for money.

Emergency Repairs

Some repairs cannot wait.

Examples of emergency repairs include:

• Severe roof leaks.
• Dangerous structural damage.
• Electrical hazards in communal areas.
• Flooding from communal pipework.
• Security issues affecting shared entrances.

Most property factors have emergency procedures in place and may authorise urgent works without obtaining prior approval from all homeowners if immediate action is necessary to protect people or property.

Homeowners should familiarise themselves with their factor’s emergency contact arrangements and reporting procedures.

Do Homeowners Need to Approve Repairs?

The answer depends on the nature and cost of the work.

Many routine repairs can be authorised by the factor under the authority granted by the title deeds or management agreement.

However, larger or more expensive projects may require:

• Consultation with homeowners.
• Formal approval from owners.
• Voting procedures specified within the title deeds.

Your Written Statement of Services should explain when consultation is required and how decisions are made.

Paying for Repairs

Communal repairs are usually shared among the owners who benefit from the common property.

The way costs are divided may depend on:

• Equal shares among owners.
• Ownership percentages set out in the title deeds.
• Specific allocation arrangements for certain parts of the building.

Once work has been completed, the factor will normally issue an invoice or include the costs within a regular factoring bill.

It is important to understand that even if a repair does not directly affect your individual property, you may still be liable for a share of the costs if the title deeds require collective responsibility.

Why Some Repairs Take Time

Homeowners are often frustrated when repairs appear to progress slowly.

Delays can occur for various reasons, including:

• Waiting for contractor availability.
• Obtaining quotations.
• Seeking homeowner approval.
• Adverse weather conditions.
• Access issues.
• Supply chain delays for specialist materials.

While factors should keep homeowners informed, some delays may be outside their direct control.

What Should a Good Property Factor Do?

A professional property factor should:

• Acknowledge repair reports promptly.
• Communicate clearly about progress.
• Obtain competitive quotations where appropriate.
• Monitor contractor performance.
• Keep accurate records.
• Provide transparent information about costs.
• Respond appropriately to emergencies.

Good communication is often one of the most important factors in maintaining homeowner confidence throughout the repairs process.

What If You Are Unhappy With How a Repair Is Being Handled?

If you believe your property factor has failed to deal with a repair appropriately, you should first raise your concerns directly with them.

Consider asking:

• Has the repair been inspected?
• What stage is the process at?
• Are quotations being obtained?
• Is owner approval required?
• What timescale is expected?

If concerns remain unresolved, homeowners can use the factor’s formal complaints procedure.

Keep copies of:

• Emails and letters.
• Photographs.
• Repair reports.
• Invoices and quotations.
• Notes of conversations.

Maintaining a clear record can help if the matter needs to be escalated.

Preventative Maintenance Matters

One of the most effective ways to reduce costly repairs is through regular maintenance.

Property factors often arrange planned maintenance programmes that may include:

• Roof inspections.
• Gutter cleaning.
• Communal lighting checks.
• Grounds maintenance.
• Safety inspections.

While preventative maintenance involves ongoing costs, it can often help avoid more significant and expensive repairs in the future.

Final Thoughts

Property factors play a key role in arranging repairs and maintaining communal areas throughout Scotland’s residential developments. While the process may sometimes seem complex, understanding how repairs are reported, approved, managed, and funded can help homeowners navigate issues more effectively.

If a repair is needed, reporting it promptly, providing clear information, and maintaining communication with your factor can help ensure the issue is resolved as quickly as possible. Equally, understanding your rights and responsibilities as a homeowner will help you make informed decisions when communal repairs become necessary.