Repairs and maintenance are a core part of property factoring. Ultimately, how property factors manage repairs and maintenance depends on the processes they put in place and the experience of the team involved. At Taylor & Martin, we use a structured and proactive approach to address problems and emergency repairs efficiently.
Our team works with local developers and private homeowners across Scotland to support the effective management of residential properties.
Explore the process of managing repairs in more detail below and read our easy-to-use guide to property factoring in Scotland.
Property Factor Responsibilities for Repairs
A property factor manages and oversees a wide range of repair and maintenance tasks, including:
- Arranging routine building maintenance and preventative care
- Organising common repairs such as roofing, gutters and structural work
- Appointing qualified contractors to carry out the work efficiently
- Ensuring all work meets the agreed service delivery standards
- Acting on behalf of other owners to maintain shared common areas
The Process of Common Repairs
When issues arise, property factors follow a clear and structured process:
- Identify problems in common areas through site visits, input from maintenance contractors, or reports from residents
- Instruct approved contractors to attend and, depending on the nature and scale of the issue, either carry out the repair or provide quotations.
- Where required under the title deeds or a tenement management scheme, seek agreement from owners for larger works
- Arrange and coordinate works on behalf of all owners to support timely completion.
“We have worked with Taylor & Martin from the outset of our first residential development… the feedback we receive is that this is exactly what Taylor & Martin do.” — Gordon & Natasha Russell, Detail”
Sinking Funds & Major Works
For larger or less frequent works, such as roof repairs, property factors may use a sinking fund to help spread costs over time. A sinking fund is a reserve built up through regular contributions.
When major works are required, property factors will typically:
- Advise owners on the scope and urgency of the work
- Seek agreement in line with the title deeds or the relevant management scheme
- Provide clear breakdowns of expected costs and timescales
For a more detailed explanation, see our explainer on sinking funds.
How Emergency Repairs Are Handled
For urgent issues that threaten safety or risk damage, property factors should act immediately, even without prior approval. This ensures that common areas and building systems remain safe, fully operational and compliant with agreed maintenance standards.
Taylor & Martin – 24/7 Support
At Taylor & Martin, you can contact us day or night in case of a factoring emergency where one of our experience property managers will be on hand to assist and instruct repairs.
- Glasgow: 0141 673 1299
- Edinburgh: 0131 381 2892
- Aberdeen: 01224 766956
- North Scotland: 01343 610 789
- Dundee & Fife: 01382 604 366
Ongoing Building Maintenance Factoring & Care
Effective residential property maintenance management balances reactive repairs with planned maintenance. A professional property factor will:
- Conduct scheduled inspections of the building and common areas
- Maintain shared land and facilities to agreed standards
- Ensure safe access for every occupant and contractor
- Help resolve matters before they escalate
This well-structured approach ensures that communal areas remain comfortable and functional, giving homeowners confidence in the services provided.
“At The Atrium we were keen to convey luxury in every aspect… Taylor & Martin was the obvious choice.” — Stephen McKechnie – Kelvin Properties
Compliance With Property Factor Code of Conduct
By law, all new property factors in Scotland must be registered with the Scottish Government’s property factor register. Taylor & Martin is a registered provider, meaning you can be confident your factor is operating within the law.
The Code of Conduct is constituted under the Property Factors (Scotland) Act 2011. Factors must provide a clear written statement of services, outlining:
- What services are delivered
- How repairs and maintenance are managed
- Costs and obligations of owners
- How to make a formal complaint
There is a distinction between coordination and liability. Property factors organise and oversee maintenance and repairs, but responsibility for approving these elements typically falls on the owners.
Common complaints are often about delays or unexpected costs. A clear statement of services, supported by consistent communication, helps set expectations and helps avoid misunderstandings.
If the property factor can’t resolve the problem directly, homeowners can escalate their concerns to the First-tier Tribunal for Scotland (Housing and Property Chamber). The tribunal has the power to issue a Property Factor Enforcement Order (PFEO) that requires the factor to take specific action.
Agreements, Responsibilities & Homeowner Rights
Legal documents such as title deeds, tenement management schemes, or owners’ association agreements define:
- Each owner’s responsibilities
- Decision-making rules for common repairs
- Cost-sharing and approval processes
Those who want to change factors should review these carefully.
How Taylor & Marin Can Help Manage Your Property Repairs & Maintenance
At Taylor and Martin, a structured, transparent approach is used to ensure repairs are handled efficiently, with clear communication at every stage. This includes prompt issue reporting, careful assessment of work, and coordination with trusted contractors.
For homeowners, this means:
- Single point person to ensure no issues fall through the administrative cracks
- Access to vetted contractors with a proven track record
- Less time spent organising or chasing repairs
- Necessary updates on progress and decisions
- Fair and reliable handling of shared costs
- Confidence that maintenance is managed to a reliable standard
By focusing on consistency and communication, property factors help maintain the condition of shared buildings while reducing the administrative burden on individual owners.
FAQs About Property Factors Managing Repairs
Our specialised property factoring team answers common questions about repairs and maintenance below.
For more information on how property factors manage repairs and maintenance, or other elements of the process, contact our experienced team directly.