Building a Support Network

Draft a letter or email explaining your intention to change factors. Highlight concerns of current service, condition of building and potential benefits of appointing a (new) factor. Keep it professional and factual to encourage support.

Set up a dedicated email address for correspondence.

Request email addresses for future contact.

Notice Boards: Post a notice in common areas(e.g., entrance hall or mailroom) to reach all owners.
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Knock on neighbours’ doors and say Hi, or pop a letter in their mailboxes.

Send a letter or email if you have any contact details available for those owners that don’t live onsite.
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If flats are rented, ask tenant for landlord details or letting agent details.

If unable to provide, check the Landlord Register for details.

Title deeds may also need to be checked to gather owner’s details.

Contact landlord explaining situation and ask for email addresses for future correspondence.

Consider asking current management for help, as they may have contact information (note, however, they may not provide this directly due to data protection laws).

It may take a few attempts to gather everyone’s details!

Once details are gathered, arrange a meeting (in-person or via Zoom) in line with your deeds (Burdens section) to discuss the change. This gives owners a chance to share concerns and consider alternatives. Include details of your proposed timeline and next steps.  

All owners need to be notified if looking to appoint or change factor.

During the meeting or through follow-up communications, gather details of those owners interested in appointing or changing the factor to determine if a majority vote can be reached. Be sure to get consent for collecting and using their contact information for this purpose.

If you have a large development and can garner enough interest, it may be beneficial to form a Committee if one is not already in place.