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How to Deal With a Records Issue

Condominium corporations are obligated under the Condominium Act to create, maintain and to provide records to owners, purchasers and mortgagees on request. These include meeting minutes, financial statements and other important information.

CAO provides information, tools and templates to help you learn about records issues, and how you can resolve issues collaboratively before they escalate.

Step 1. Identify the issue

All condo corporations must create and keep adequate records.

Common records in condos include:

Governing Documents

Meeting minutes

Financial Records

Lists and addresses of owners


Budget for this fiscal year

Reserve fund study and plans

Copies of returns or notices of change

Proxies or ballots submitted at owner’s meetings

Turn-over meeting records

Anything else required by the Condo act.

Anything required by the condo corporations’ by-laws not listed here

All current unit owners, mortgagees and purchasers can request access to or copies of records from their condo corporation by submitting the mandatory Request for Records form.

Condo corporations must respond to a request within 30 days using the mandatory Board’s Response to a Request for Records form. The response must set out whether they will provide the records, and whether there is any applicable fee.

Sometimes, owners and condo corporations may have disagreements about records. 

Here are some examples of common records issues:

  • An owner requested records and the corporation did not respond
  • An owner requested records and the condo corporation refused to provide them
  • An owner think the condo corporation’s fees to provide the records is unreasonable
  • An owner believes the condo corporation is not keeping adequate records

Read the Condo Authority’s Guide to Condominium Records for more information.

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