Registering as a property factor
A property factor is a company or organisation that manages shared areas such as:
- roofs and external walls
- stairwells, entrances and lifts
- shared gardens, play areas or paths
A factor can be a private business, council or housing association. They can also be called ‘property managers’.
Registering as a factor and complying with a code of conduct are legal requirements. It shows homeowners that you meet the standards and operate fairly and transparently.
Who must register
You must register as a factor if you:
- arrange maintenance of shared parts of residential buildings or land
- charge a fee or take payment for providing these services
- provide these services as part of a business arrangement
It’s against the law to operate as a factor without being registered.
If you are not sure whether you need to register:
- check detailed property factor guidance on gov.scot
- get legal advice from a solicitor
How to register
You must register with the Property Factor Register before you take on any clients.
You need to give:
- your business details
- details of people who control the organisation
- details of properties you expect to manage
- declarations of any relevant convictions or tribunal decisions
You must also complete a fit and proper person test for yourself and any other key individuals in your organisation.
Register as a factor on the Scottish Property Factor Register.
Registration fees
The fee you pay depends on how many properties you manage:
- £212 if you manage 100 properties or fewer
- £795 if you manage more than 100 properties
Fees go up every April, in line with the Consumer Price Index for the previous year.
Keep your registration up to date
Once you register, you must:
- update your details if they change
- provide an annual update of the properties you manage
- include your registration number on all documents you issue homeowners
Renew your registration
You must renew your registration every 3 years.
When you renew your registration, the register team checks:
- how you follow the Code of Conduct
- any Property Factor Enforcement Orders you have
- if you use your registration number correctly
Renew your registration on the Scottish Property Factor Register.