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Corporate Records

The Condo Act requires all condo corporations keep adequate records. Current owners, purchasers and mortgagees are entitled to request access to, or copies of, their condominium corporation’s records.


  • Corporations must keep records of most of their activities
  • Owners have a right to access these records

Types of records

In this section you will find more detail on the types of records that corporations must keep as outlined in the Condo Act.


Core and Non-Core Records

Some records that condo corporations are required to keep are classified as core records. All other records are non-core records. Owners are entitled to access both types.


What is the difference?

  1. There are more restrictions on the costs that condo corporations can charge for providing core records.
  2. Corporations must provide core records within 7 days of receiving the required fee, if applicable. They have 30 days for non-core records.

Complete list of core records:

  • Meeting Minutes (last 12 months)
  • Declaration, by-laws and rules of the corporation
  • The approved plan for the reserve fund
  • Any mutual use agreements
  • The most recent approved financial statements
  • Information certificates for the last 12 months
  • The current fiscal year budget
  • Any other record that a by-law of the corporation specifies as a core record
  • The record of owners and leased units
  • The most recent auditor’s report

All other records are non-core records.

Section 55 (4) of the Condo Act lists types of records that condo corporations cannot disclose.

Keeping records

Here is some important information to keep in mind:


Retention period

Corporations must keep each type of record for a specific length of time. This is known as the retention period. Generally, financial records must retained for seven years.

Paper Records

Paper records must be easily accessible. They must be stored either on location or reasonably close.

Electronic Records

Must be saved in a system that can quickly and easily reproduce them. They must be protected from unauthorized access and must be protected from any loss, damage, inaccessibility of the information.

Owners are Entitled to Access Records

A requester can submit a Request for Records to their condo corporation by:

  • Mail
  • Courier
  • Placing it in the condo’s mailbox
  • Fax or email – if by-laws permit

Owners are not entitled to some records

Owner’s, purchasers and mortgagees are not entitled to records that relate to:

Employees of the condo (except employment contracts)

Actual or contemplated litigation

Information that identifies specific units

Information that identifies how owners communicate with the condo

Any portion of a ballot or proxy that identifies specific units (unless permitted in the by-laws)

Section 55 (4) of the Act contains a full list of exempt records.

For more details, check out the CAO’s Guide to Condo Records.

These requirements are set out in section 13.2 of Ontario Regulation 48/01.

Responding to Requests

Condo corporations have 30 days to respond after getting a request by using the mandatory Board’s Response to Request for Records. The response must include:

  • A description of each requested record, including whether it is a core or non-core record
  • Whether the condo will provide access to or copies of each record · Any fees for each copy, if applicable
  • If access to a record will be provided, a location where the record can be accessed
  • If the condo refuses to provide a record, the provision of the Condo Act that permits them to refuse the request



Condo corporations are allowed to charge a fee to provide the requested records. This fee depends on several factors, including:

  • Whether core or non-core records were requested
  • Whether the requested records are in electronic or paper form
  • The cost of labour, printing, copying and delivering the records (where applicable)

If the request is for core records:

  • Fees must be commensurate with the work required to compile and cannot be more than 20¢ per page
  • Corporations may not charge for electronic records even if they do not keep an electronic copy and must provide a paper copy instead

If the request is for non-core records:

  • Fees must be commensurate with the work required to compile and cannot be more than 20¢ per page
  • Corporations may charge a reasonable fee to provide paper copies of records they do not keep electronically when responding to a request for electronic records


Delivering or Providing Access to Records

Once corporations have received payment, they must provide records within:

  • 7 days for core records
  • 30 days for non-core records


Abandoned Responses to Requests

If a condo corporation responded to your request for records, you have 60 days to either:

  • Respond and pay any applicable fee
  • File an application with the Condominium Authority Tribunal to resolve any disputes with how the condo corporation responded to your request

If you do not do either of these two things within 60 days, your request will be considered abandoned.

If the condominium corporation did not respond to your request, you have six months to file an application with the tribunal or your request will be considered abandoned.


The Condo Authority Tribunal cannot accept applications if they are related to an abandoned request for records.



Accompanying Statements

When a condominium corporation provides records, they must also provide a written document that outlines:

  • The costs the corporation incurred in providing the records
  • The reasoning for any redactions or modifications, if applicable

If the condo corporation’s actual costs to produce and deliver the records were less than the requester paid, the condo corporation must pay the requester the difference.

If the condo corporation’s actual costs were higher than the requester paid, the requester must pay the least of:

  • The difference
  • 10 per cent of the total costs incurred by the corporation
  • or 10 per cent of the fee they paid

For example, if the requester paid $50 and the total costs were $60, then the requestor would have to pay the condo corporation 10 per cent of the $50 fee, or $5.

See section 13.3 of Ontario Regulation 48/01 for more details on specific costs for records.

Deadlines are set out under sections 13.6 and 13.7 of the Regulation.

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