Government of Ontario Forms

The Government of Ontario has created a number of forms to be used under the Condominium Act, 1998. Some of these forms are mandatory and must be used and some are optional. 

These forms are designed by and made available directly from the Ontario government. If you have any questions, feedback, or concerns about them, please contact the Ministry of Government and Consumer Services.

 The CAO  is pleased to provide information about what must be included in each form. Please note, however, that the CAO cannot assist you in filling out the forms or provide you with an interpretation of the legal requirements. If you need assistance or an interpretation of the legal requirements, you may wish to seek legal advice. 

How-to view and fill out a form for Windows users

  1. Download Adobe Acrobat Reader 8 or higher to your computer.
  2. Once you have Adobe Acrobat Reader 8 or higher downloaded to your computer, right-click on the form you would like to open and select “Save link as…”
  3. In the pop-up, ensure that you are saving the form to your desktop, then select “Save.”  The form is now saved in that location.
  4. Go to your desktop and locate the form. Right-click on the form and select “Open with…,” then choose Adobe Acrobat Reader.
  5. When the form opens, go ahead and fill it out on your computer screen.
  6. It is important to fill out the empty fields in sequence, starting from the top of the first page and working downwards because the form may change while you work on it, depending on what you type into it.

How-to view and fill out a form for Mac users

  1. Download Adobe Acrobat Reader 8 or higher to your computer.
  2. Once you have Adobe Acrobat Reader 8 or higher downloaded to your computer, hold the Control button on your keyboard and simultaneously click on the form you would like to open. Select “Download linked file as…”
  3. In the pop-up, ensure that you are saving the form to your desktop, then select “Save.” The form is now saved in that location.
  4. Go to your desktop and locate the form. Hold the Control button on your keyboard and simultaneously click on the icon. Select “Open with…,” then choose Adobe Acrobat Reader.
  5. When the form opens, go ahead and fill it out on your computer screen.
  6. It is important that you fill out the empty fields in sequence, starting from the top of the first page and working downwards because the form may change while you work on it, depending on what you type into it.

Forms relating to meetings and voting

1. Proxy Form (mandatory)

This form must be used by owners or mortgagees if they want to be represented by proxy at a meeting of owners, including for the purposes of voting on any matters at the meeting.

2. Preliminary Notice of Meeting of Owners (mandatory)

The Preliminary Notice of Meeting provides advanced notice for owners’ meetings, before the notice of meeting is sent to owners. This must be sent out at least 20 days before the notice of meeting. However, under the government regulation, the timeline can change from 20 days to 15 under certain conditions.

3. Notice of Meeting of Owners (mandatory)

The Notice of Meeting of Owners provides notice of an owners’ meeting and contains information about the upcoming meeting. This must be given at least 15 days before the day of the meeting. 

4. Notice of Meeting of Owners under s. 34 (5) of the Condominium Act (mandatory)

The Notice of Meeting under s. 34 (5) of the Condominium Act, 1998 must be used by owners who wish to call a meeting to fill a vacancy on the board under s. 34(5) of the Condominium Act, 1998. Under that provision and the accompanying regulations, in certain circumstances an owner can call a meeting to fill vacancies on the board.

5.  Submission to Include Material in the Notice of Meeting of Owners (mandatory)

The Submission to Include Material in the Notice of Meeting of Owners must be used by owners to make a submission to the board to include material in an upcoming Notice of Meeting.

6. Agreement to Receive Notices Electronically (optional)

This form can be used by owners or mortgagees to agree to receive notices from the corporation electronically.

Forms relating to information certificates

1. Periodic Information Certificate (mandatory)

The Periodic Information Certificate (PIC) contains information for owners about the condominium corporation’s board, finances, insurance, reserve fund, legal proceedings, and other matters about the corporation. This must be sent out twice per year, each within 60 days after the end of the first and third fiscal quarter. 

2. Information Certificate Update (mandatory)

The Information Certificate Update (ICU) is triggered by certain events and contains updated information for owners about the corporation.

3. New Owner Information Certificate (mandatory)

The New Owner Information Certificate (NOIC) contains information for new owners regarding the most recent Periodic Information Certificate and Information Certificate Update.

4. Notice of Online Posting of Information Certificate (mandatory)

The Notice of Online Posting must be sent to owners by the corporation if the corporation chooses to distribute an information certificate (the Periodic Information Certificate, Information Certificate Update, or New Owner Information Certificate) through a website. It informs owners that a new information certificate is available online and explains how they can access it.

Forms relating to records

1. Request for Records (mandatory)

This form must be used by owners, mortgagees, purchasers, or their agents to request records from a corporation.

2. Board’s Response to Request for Records (mandatory)

This form must be used by boards to respond to requests for records from owners, mortgagees, purchasers, or their agents. The board is required to respond to the request within 30 days. 

3. Waiver by Requester of Records (mandatory) 

This form must be used by the requester and the corporation if they wish to agree to an alternative to some of the requirements associated with a request for records the under the Condominium Act, 1998 and accompanying regulations.

4. Notice Relating to Record of Owners (optional)

This form may be used by new owners to provide the corporation with the notice required by s. 46.1(2) of the Condominium Act, 1998 and the accompanying regulations. The form may also be used by owners at any time to notify the corporation of an owner’s name, the identity of the owner’s unit, and the owner’s address for service.

5. Notice Relating to Record of Mortgagees (optional)

This form may be used by new owners to provide the corporation with the notice required by s. 46.1(2) of the Condominium Act, 1998 and the accompanying regulations. The form may also be used by owners at any time to notify the corporation of an owner’s name, the identity of the owner’s unit, and the owner’s address for service.