www.ethicalmaintenance.org | The ethical choice of property factor for your community.

Ethical Switching Service

Our Ethical Switching Service is a simple 3-step process that can help you improve your property factoring service, whether it’s with your current property manager or switching to a new one.

Here’s how it works:

Step 1: Check arrangements for managing your property factor

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Step 1a To find out what you can do to manage your factor, check Title Conditions or contract appointing your property factor.

  • I know what arrangements are in place. Go to Step 1b.
  • I don’t have a copy of my factoring arrangements. Find out if your neighbours have one. If not, ask your current factor, housebuilder (if you’re in a new home) or Residents’ Association for a copy. Or, go to Step 1d.

Step 1b Read over arrangements for managing your factor. You should find that most contracts are clearly written with a step-by-step guide. However, arrangements that form part of your Title Conditions can contain legal jargon and be more difficult to understand

  • I have read over arrangements and know what to do. Go to Step 1c.
  • I’m not clear about what we can do to manage our factor. Go to Step 1e.

Step 1c Check how many homeowners from your flats or housing development are needed for a vote to make changes to your maintenance service. For big changes, such as switching factor, you may need two thirds of households to take part. For smaller changes, you may only need a majority vote from 20% of homeowners.

  • I know how many votes we need to make changes. Go to Step 1d.
  • I’m not sure what we need to do to make changes to our service. Go to Step 1e.

Step 1d Are you comfortable discussing matters directly with your property factor or do you need help?

  • I’m happy talking directly with my property factor. Go to Step 2a.
  • I’d like some help. Go to Step 1e.

Step 1e   If you need advice or support at any step in this process, get in touch about our Ethical Switching Service. We can advise on managing and switching property factors. Our service is free and you’re under no obligation to use Ethical Maintenance as your property manager.

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Step 2: Decide what changes you want to make to your maintenance service and confirm you’re within your rights to do so

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Step 2a Get a proposal together with the changes you could make as a community to improve your maintenance service. For example, more say in deciding your programme of works and how they are carried out, or ways to deliver a more cost effective service.

  • I can form a proposal with suggestions for improving our maintenance service. Do this then move to Step 2b.
  • I would like some help to form a proposal. Go to Step 2e.

Step 2b Now you need to get the minimum level of support for your proposal. This may mean holding a meeting to get votes from each household – always keep a record of decisions and votes.

  • I’m happy to arrange a meeting with neighbours and record all outcomes. Go to Step 2c.
  • I’d like some help with this. Go to Step 2e.

Step 2c Meet with your current property factor to ask if they will make the proposed changes to your service.

  • I have spoken with my property factor and am happy they will deliver the service we want. Go to Step 2d.
  • I’m not sure – I’d like a second opinion. Ask another property factor for a quote or go to Step 2e.

Step 2d Make sure you’re aware of any implications before going ahead with changes. For example, if you don’t repair your roof this year, will it cost more next year? If you reduce the number of grass cuts to landscaped areas, do you and your neighbours mind if grass grows long, and is it permissible within your Title Conditions?

  • I have checked and there are no unacceptable consequences. Go to Step 3a.
  • I’m not sure – I’d like a second opinion. Ask another property factor for a quote or go to Step 2e.

Step 2e If you need advice or support at any step in this process, get in touch about our Ethical Switching Service. We can advise on managing and switching property factors. Our service is free and you’re under no obligation to use Ethical Maintenance as your property manager.

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Step 3: Make changes

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Step 3a It’s time to give formal instruction to your property factor about what you want them to do, within the terms of their appointment. This may be changes you’ve agreed with them or giving notice that you are switching factor.

  • I’m happy giving instructions to my current factor.
  • I’m not sure – I’d like some help. Go to Step 3b.

Step 3b If you need advice or support at any step in this process, get in touch about our Ethical Switching Service. We can advise on managing and switching property factors. Our service is free and you’re under no obligation to use Ethical Maintenance as your property manager.

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Your property manager must adhere to the Property Factor’s Code of Conduct so is obliged to explain their responsibilities and what input you can have. If not, then you’re within your rights to complain to the Homeowner’s Housing Panel.

Need help to manage or switch your property factor? Get in touch today for free expert advice on how to make your service better.

Contact Us

We put you the homeowner first. Our ethical service puts you in charge; managing maintenance and repairs in a fair and transparent way.

mail@ethicalmaintenance.org

Stirling:
08454681480
239 Castle House
1 Baker Street
Stirling
FK8 1AL

Aberdeen:
01224516510
2 Poynernook Rd
Aberdeen
AB11 5RW

Why Choose Us?

  • Ethical business
  • Community oriented
  • Excellent service
  • Not-for-profit