Tracking Down Absent Property Owners
Whether it's resolving urgent maintenance issues or seeking support to change your current property factor, it’s vital for all property owners to stay well-informed, actively participate in management decisions, and ensure that key repairs and long-term strategies are handled effectively.
When owners are unengaged or unreachable, it can introduce unnecessary stress, cause time delays, and potentially increase costs for everyone involved. That’s why it’s crucial to understand the avenues available to track down owners in a timely manner, ensuring smoother management and decision-making.
Tenanted Property
If the landlord is registered, you can search the Register of Private Landlords using either the landlord's registration number or the rental property’s postcode. Often, the register provides the details of the letting agent rather than the landlord directly, but this can still be an important step toward communication by reaching out to the agent.
If the landlord is not registered, consider contacting the tenant directly. You can knock on their door for a conversation or leave a letter outlining the situation, along with your contact details. Keep an eye out for any letting boards outside the property, as they often indicate who the letting agent is.
Once you have the letting agent’s information, it’s worth noting that letting agents in Scotland must follow a Code of Practice, which requires them to respond promptly to appropriate third-party inquiries—especially those related to statutory repairs, maintenance obligations, or safety regulations.
Empty Property
If the property is vacant, the landlord is unregistered, or you're unable to establish communication with the tenant, there are alternative—though sometimes more time-consuming and costly—options. You can start by searching Scotland's two main property registers: the Land Register and the Sasine Register.
The land register is a searchable database where, for a small fee (currently £3+VAT), you can purchase a title sheet to access the current owner’s information. However, bear in mind there may be delays in updating ownership details following a property sale, sometimes taking months or even years. Additionally, listed addresses may not reflect recent moves, so the information might only be accurate as of the purchase date.
For older properties, the Sasine register - the oldest national public land register in the world, dating back to 1617 - may be the only source. Applications for this service can be submitted digitally, though it’s a more complex register to navigate. The Registers of Scotland can assist with straightforward searches for a fee, but for more complicated cases, you may need to instruct a solicitor, which would incur additional costs.
Commercial Property
To find the names of shop owners or their tenants, you can use the Scottish Assessors site. However, be aware that this information may sometimes be inaccurate, as it depends on who is responsible for paying business rates.
Council Engagement
For common repairs, most councils will contact the person listed as the property owner in the Council Tax Register. Consult your local authority’s website to find the relevant contact details of the relevant department.
Additionally, you can check the Scottish Empty Homes Partnership website for the contact details of your council's Empty Homes Officer, who may assist in tracking down the owner. If your council doesn’t have one, the Scottish Empty Homes Partnership can provide further advice on the next steps.
Detective Work
- Online Search: If you know the property owner's name, an online search can sometimes yield useful results. Platforms like Facebook or other social media sites might provide contact information or references. If you do reach out to the owner via social media, be sure to treat this as an electronic communication—keep screenshots or records of all exchanges for future reference.
- Sheriff Officers and Private Investigators: If other methods have been unsuccessful and substantial financial interests are involved, hiring a Sheriff Officer or private investigator may be a viable option. While this approach can incur additional costs, it could be worthwhile when other avenues have been exhausted.
The First Step
Tracing a property owner can be as simple as searching the Land Register or dropping a letter through the letterbox, but it may also require the help of lawyers or other professionals to untangle a complex paper trail. Like any significant journey, it all starts with that first step.
