Maintenance & Buildings

In most cases, roof repairs are a shared responsibility. The exact split is set out in the Deed of Conditions. If this is unclear, the Tenement Management Scheme under the Tenements (Scotland) Act 2004 usually applies, meaning all owners contribute.

A Tenement Maintenance Plan is a multi-year plan that sets out inspections, repairs, budgeting and safety checks for shared parts such as roofs, walls and stairwells. The aim is to move away from emergency repairs to preventative measures, and spread costs more evenly over time.

Not at present. The Scottish Government is considering reforms such as compulsory inspections, owners’ associations and repair reserve funds, but these are still proposals rather than law.

A listed building is protected for its architectural or historic value. Any alterations usually require listed building consent, and carrying out work without approval is an offence. Maintenance must balance preservation with safety, using appropriately qualified contractors.
broken downpip on shared building
Regular inspection and planned repairs reduce surprises and protect shared buildings.

Insurance & Reinstatement

The reinstatement value is the cost of completely rebuilding the property if it were destroyed. This includes demolition, materials, labour, professional fees and rebuilding to current regulations. It is not the same as market value.

The factor's Code of Connduct recommends five-year intervals, while the RICS recommends a full assessment every three years. Most insurers follow this guidance to ensure buildings remain adequately insured.

If a building is underinsured, insurers may apply the “condition of average”, reducing claim payments in proportion to the shortfall. This can leave owners facing significant unrecovered costs.

A single policy simplifies claims, avoids multiple excesses, and allows one loss adjuster to manage major incidents such as fire or flooding. This is usually required by the Deed of Conditions.
Galsgow West End traditional sandstone tenenement block
Correct reinstatement values help ensure your building is properly protected if the worst happens.

Money, Funds & Charges

A sinking (or reserve) fund is built up over time to cover major shared repairs such as roofs, painting or lift replacement. Contributions stay with the property when an owner sells.

A float is refundable working capital used to pay routine services between billing cycles. Unlike a sinking fund, it is returned to the owner when the property is sold (less any outstanding charges).

Legal costs are a common expense under most Deeds of Conditions. Where recovery is successful, any recovered legal costs are credited back to owners’ accounts.
communal stairwell
Reserve funds and floats help smooth out shared costs and avoid last-minute scrambles.

Governance, Disputes & Services

The Deed of Conditions is part of your title deeds and sets out owners’ responsibilities, cost shares (also known as burdens) and how the building is managed. Your solicitor should explain this when you buy.

Yes, if the Deed of Conditions allows it. Self-factoring can be demanding, and often becomes challenging around debt recovery, insurance and compliance.

Noise issues are a social matter rather than a factoring one. We recommend contacting your local authority or Police Scotland.
sandstone delamination
Shared buildings run best when responsibilities and decision-making are clear.

Retrofit & Retrofit Readiness

Retrofit means upgrading an existing building to improve comfort, energy performance and long-term resilience.

In a shared building, a factor can help owners move from “good intentions” to a workable plan: organising surveys, explaining options in plain English, getting quotes, managing voting/approvals, and coordinating contractors so works happen safely and in the right order.* *

Not if it’s planned properly. Good retrofit pairs insulation with the right ventilation strategy. That combination can reduce condensation risk and improve indoor air quality.

A factor’s role is to help owners appoint competent professionals and make sure measures are compatible with the building type — especially in older stone tenements.

A good checklist is: (1) the building is wind- and watertight (roof, gutters, masonry, windows), (2) you know what’s shared vs private, (3) you’ve got recent condition information (surveys/inspections), (4) owners can make decisions (meeting process and records), and (5) there’s a funding plan (reserve fund, staged works, or agreed contributions).

A factor can keep this moving by tracking actions, dates, quotes and approvals. *

Yes. The best approach is usually sympathetic and often reversible: careful repairs, roof insulation where appropriate, secondary glazing, draught proofing, and ventilation improvements.

A factor can help by sourcing contractors with the right conservation experience and keeping owners aligned on what’s feasible (and what needs consent).

Often, yes — especially if you break it into stages. In practice, agreement is easier when the first steps are “no regrets” measures like fixing leaks and improving ventilation.

A factoring service can help by presenting options with clear costs and benefits, keeping records, and using the decision rules in your deeds (or the relevant statutory scheme where applicable).

It can be both both. The right measures can improve comfort and reduce costs, but they also protect the fabric of the building (less damp, fewer freeze-thaw issues, fewer emergency repairs). That can help maintain long-term value and reduce risk in areas like insurance and major claims.

Each building will have it's own criteria, and while they can (and have) been installed in shared buildings, the first step is “fabric first”: fix water ingress, improve insulation where appropriate, reduce draughts, and make sure ventilation is doing its job.

A factor can help sequence this properly (and avoid spending money twice), then explore heating options once the building is closer to “ready”. Heat-pump tech is improving quickly — the best choice is often clearer after the basics are addressed.

* Evidence / guidance: University of Strathclyde — Factoring in Tenement Retrofit: A Toolkit. View the report (PDF)

Repair resources

Quick help

The UnderOneRoof website has comprehensive guidance on almost any shared-property issue in Scotland.

Each building type has its own unique challenges. Use the closest match below to find UnderOneRoof advice resources that fits your construction type and common problems.

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