It’s good practice to have a list of owners and their contact details, including email addresses and phone numbers, if possible.
When making decisions, you should take all reasonable steps to contact owners.
The default rules in the Tenements (Scotland) Act 2004 says you may contact owners, and take votes, by:
- Post
- Other delivery method
- Electronic communication
When notifying owners by post, keep copies and obtain proof of postage from the Post Office. It is recommended to send letters by Recorded Delivery or other tracked services so that you can obtain proof of delivery from Royal Mail.
If sending a notice with a time limit for action, then the first day is taken as being the day the letter or electronic communication was sent.
If you can’t contact an owner, you can post a letter, addressed to ‘The Owner’ through the flat letter box. Get another neighbour to act as witness and consider taking video evidence of posting the letter.
If the owner uses an agent, then you should contact that agent.
Next steps
Legal reference
Contacting owners
Notifying owners
