We Understand It's Not Always Straightforward
Getting agreement for regular cleaning of communal areas can be challenging. The unfortunate consequence of having something that is everybody's responsibility is that it very easily ends up being "nobody's responsibility".
Most residents agree that regular cleaning is essential to ensure a clean, sanitary, and welcoming building environment. Below you will find useful resources and step-by-step guidance to help you get a communal agreement and set up a regular cleaning service.
Who is Responsible for Communal Cleaning?
Property Ownership
The maintenance and repair of communal areas is the shared responsibility of the individual owners of the building. This includes regular cleaning of stairs, landings, and entrance areas.
Rental Properties
If you're renting, the responsibility for communal cleaning is usually delegated to the tenant, though this should be checked or clarified in your rental agreement. In some cases, the agency or landlord may cover these costs directly.
Final Responsibility
Ultimately, responsibility lies with the property owner, or as delegated in the title deeds or rental agreement. The Tenements (Scotland) Act 2004 provides the legal framework for shared responsibilities in Scottish tenements.
How Much Agreement Do You Need?
Capital Stair Services requires at least 75% agreement before we commence any cleaning services. This ensures majority support and helps establish a sustainable service.
Important: Cost Sharing
Even if some residents don't show interest or just can't be reached, our cost is always divided equally between all flats once majority agreement is secured.
Step-by-Step Agreement Process
Step 1: Get Your Quote
If you haven't already, get in touch with us for a free quote. Visit our Contact page or give us a call on 0131 202 4095.
We'll assess your building and provide a clear quote showing the cost per clean and recommended cleaning frequency.
Step 2: Reach Out to Your Neighbours
Existing Communication Channels:
If you have a group chat or other established means of contacting neighbours, share the quote and ask if they're interested in contributing.
Post it on the Notice Board:
Use our Notice Template (docx, 14K) to put a up on the entrance door or notice board. Neighbours can then get in touch with you to express their interest.
Door-to-Door Contact:
Use our Letter Template (docx, 17K) that you can print and put through each door with the quote details.
Step 3: Gather Contact Details
Keep a record of contact details as residents agree. We'll use this information to set up invoicing for each flat when the service begins.
Can't Reach Someone?
If you're having trouble reaching absent landlords or property owners, check the Scottish Landlord Registry to track down contact information.
Step 4: When Majority is Agreed
Once you've secured at least 75% agreement, let everyone know that an agreemeent has been reached. You can use this Agreement Template (docx, 17K). This gives those who haven't responded yet another chance to provide their agreement and contact details for contributing to the service.
Contact us to confirm the start date and provide the list of residents who will be invoiced for the service.
Legal Framework for Shared Repairs
In Scotland, the legal framework for tenement maintenance is governed by:
The Tenements (Scotland) Act 2004
This act establishes the legal basis for shared responsibility in tenement buildings, including cleaning and maintenance of common areas.
Common Interest Rules
Under common law and the 2004 Act, all owners have a responsibility to maintain shared areas that benefit all residents, including stairwells and entrance areas.
Title Deeds
Your property's title deeds may contain specific clauses about maintenance responsibilities. These take precedence over general rules, so it's worth checking if you have access to them.
Practical Tips
Making Your Approach
- Be Clear About Costs: Show exactly how much each flat will pay and what's included in the service
- Highlight Benefits: Emphasize how clean communal areas improve property value and living conditions
- Show Flexibility: Mention that there's no long-term contract and the service can be cancelled if needed
- Share Reviews: Reference our excellent customer testimonials
Novoville Shared Repairs App
Edinburgh Council-backed platform
Create your virtual tenement, get quotes from trusted contractors, and organise neighbour agreement through voting - all in one free app.
Visit Novoville Shared RepairsDownload Our Complete Toolkit
Free templates to help you get neighbour agreement:
Download Complete Toolkit (zip, 3.4M)We're Here to Help
Organising communal services doesn't have to be stressful. We have helped hundreds of Edinburgh residents set up successful cleaning services for their buildings.
If you need assistance with:
- Finding contact details for absent landlords
- Customising our templates for your building
- Advice on addressing specific neighbour concerns
- Setting up payment arrangements
Don't hesitate to contact us for guidance and support throughout the process.