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Condominium 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. Following the Minister of Government and Consumer Services’ delegation of responsibility in 2020 for several of these forms, the Condominium Authority of Ontario (CAO) is pleased to host and provide access to 19 condominium forms.

Please contact the CAO if you require 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.

Instructions

Condo forms can be accessed through two separate links, either as a fillable form or as a non-fillable form.

The fillable form can be filled out on your computer, which you can then save and print.

The non-fillable form cannot be filled out online and must be printed, and then filled out by hand. For best results, please save the form to your computer, and then print it.

Important: For the best experience when accessing forms, the CAO recommends using the browser Google Chrome. You can access the link to download and install Google Chrome by clicking here.

Condominium Forms

Instructions

If you wish to fill out the form electronically, please click on the fillable form link to open the form through your internet browser. At this point, you can then fill out the form electronically, then save it to your local device and print it.

When using the fillable form, 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 fill it in, depending on what you type into it.

To save and print a fillable form:

To save, view and print a form on your local device you must have Adobe Acrobat Reader 8 of higher to open the form once it has been downloaded. If you do not, please download Adobe Acrobat Reader 8 or higher to your computer.

  1. Click on the form link. Once it has opened in your internet browser, go ahead and fill out the form. Then click on the “Save” button located at the bottom of the form.
  2. A message will appear letting you know that once the form is download, it will be converted to PDF format. Click the “OK” button to continue, this will download the form to your device.
  3. Go to your downloads, locate the form, and open it. Once the form opens, click on the “Save” button and choose a location to save your file to. The form is now saved in that location.
  4. Open the form from its saved location, then click on the “Print” button to print the form.
If you wish to fill out the form by hand, please click on the non-fillable form link to open the form through your internet browser. After doing so, you can then print the form and fill out the form by hand.

To print a non-fillable form:

  1. Click on the form link, the form will open in your internet browser.
  2. Click on the “Print” button located at the top right-hand corner of the screen, a print preview window will open. Then click on the “Print” button once again to print the form.
  3. Go ahead and fill out the form by hand.

To save and open non-fillable form:

  1. Click on the form link, the form will open in your internet browser.
  2. Click on the “Download” button located at the top right-hand corner of the screen. Save the form to your “Desktop”.
  3. Go to your desktop and open the form.
  4. You may print the form at a later time.
To ensure that the condo forms are easy to access and use, the CAO has developed helpful guides for Windows and Mac users. If you have questions about how to view, save and print condo forms, please refer to the guides which can be accessed through the links below:

Condominium Forms

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Condominium Forms

Forms Relating to Meetings and Voting

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

This form must be used to provide advanced notice for an owners’ meeting before the Notice of Meeting is sent to owners. The Preliminary Notice of Meeting must be sent out at least 20 days before the Notice of Meeting. However, under the Ontario Regulation 48/01,  the timeline can change from 20 days to 15 under certain conditions.

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

This form must be used by owners who wish to call a meeting to fill a vacancy on the board under section 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.

This form must be used by owners to request that the board include material in an upcoming Notice of Meeting.

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

This template may be used by owners to requisition a meeting. The CAO has developed this template to assist owners when they wish to requisition an owners’ meeting.

Condominium Forms

Forms Relating to Information Certificates

This form must be used to provide information to owners about the condo corporation’s board, finances, insurance, reserve fund, legal proceedings, and other information about the condo corporation. This information must be sent out at least twice per year, within 60 days after the end of the first and third quarter of the condominium corporation’s fiscal year.

This form must be used to notify the owners of key changes before the next Periodic Information Certificate. The requirement for this form is triggered by certain events and contains updated information for owners about the condo corporation.

This form must be used to provide information for new owners regarding the most recent Periodic Information Certificate and Information Certificate Update.

This form must be sent to owners by the corporation if the corporation chooses to distribute a Periodic Information Certificate, Information Certificate Update, or a 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.

Condominium Forms

Status Certificates

This form must be used to respond to requests under section 76 of the Condominium Act, 1998. This form provides mandatory information about the condominium corporation and the specific unit for purchasers and others who request the Status Certificate. A condo corporation must provide this form within 10 days of receiving payment for it.

By law, the corporation may not charge you more than $100 to prepare the certificate, including taxes and materials.

This form must be given to owners before condominium corporations can amalgamate. This form provides information to owners of the amalgamating condominium corporations to assist them in deciding on whether to consent to the amalgamation.

Condominium Forms

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Condominium Forms

Forms Relating to Records

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

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.

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.

This form may be used by new owners to provide the condo corporation with the notice required by section 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.

This form may be used by mortgagees to provide notice to the condo corporation identifying the mortgagee, the unit subject to the mortgage, the mortgagees address for service, and to notify the corporation that the mortgagee has the right to vote at a meeting of owners in the place of the owner or to consent in writing in the place of the owner.

Condominium Forms

Additional Forms

This form must be used when the board of directors notifies owners that that a plan for future funding of the reserve fund has been proposed. The notice must be sent to the owners and the auditor within 15 days of the board proposing a plan for future funding.

This form may be used by owners to provide the condo corporation with required lease information within 10 days of entering a lease or the renewal of a lease.

Condominium Forms

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Condominium Forms

Frequently Asked Questions

I am having trouble opening the forms, what can I do?

If you are having trouble opening a form in your internet browner please ensure that you are using a computer. The forms may not open or may be difficult to use on mobile devices (e.g., tablets, smartphones etc.).

If you are having trouble opening a form in your internet browser, please be sure that you are using an updated version of the browser. The forms may not open or may be difficult to use on older browser versions. Please note that the condo forms may not be compatible with Internet Explorer.

I see a pop-up message when I click on the form and it does not open, what can I do?

Depending on the internet browser you are using, you may encounter problems with pop-up blockers. You may wish to disable the pop-up blocker feature for this website only, known as whitelisting.

Most pop-up blockers for Windows users can be temporarily disabled by holding the “CTRL” key (located in the lower left corner of your keyboard) while clicking on a link. Hold the “CTRL” key while clicking on the form link to disable the pop-up blocker.

There are layout issues when filling out the form. Some tables do not condense when I delete information, and some sections do not disappear when I uncheck them, what can I do?

When filling out the fillable form through your internet browser, the form is dynamic which means that text boxes or tables will expand as you enter information and checking certain boxes may cause items to appear or disappear, as necessary.

This may lead to layout issues in the fillable form. For example, a table may expand as you enter in information but does not condense after the information is deleted. These layout issues will be corrected once the form is saved and opened with a PDF reader.

The form will not accept the date I input, what can I do?

When filling out forms, some symbols may not be accepted as part of the date format. To ensure that the date is accepted, please use the dropdown date menu to select a date or use slashes to separate the date. For example, please use YYYY/MM/DD rather than YYYY*MM*DD.

I do not have enough space to fill out a particular section in the form, what can I do?

If you are filling out a form in hard copy and need more space for any particular field, you may enclose additional sheet(s) of paper with the form.

Please be sure to note which field(s) the additional sheet(s) of paper are associated with.

How do I add an attachment to a form?

Certain condo forms provide an option to attach files within the form, this allows you to email or send the form to others with the attachments imbedded within it. Most file formats will be accepted, including PDF and Microsoft Word documents, but cannot accept image files like jpeg. or png.

Please note that you cannot attach files to forms that are opened in your web browser. To do so you must first download and save the form.

You must have Adobe Acrobat Reader 8 of higher to open the form once it has been downloaded. If you do not, please download Adobe Acrobat Reader 8 or higher to your computer.

To add an attachment to a form which has this capability:

  1. Download the form to your device. Go to your downloads, locate the form, open it and then save it to your device.
  2. Once the form is saved and opened, you can now attach files.
  3. Click on the “Browse” button within the form, select the file from your device which you would like to attach, then click the “Open” button.
  4. You have now attached a file within the form.
  5. To view the file attachments, click the “paperclip icon” on the left-hand side to view the attached files.

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