Co-ownership · Syndicate register
Two documents the syndicate must keep, and almost no buyer requests. They are worth more than the showing.
What the register must hold
The Code lists it: "the declaration of co-ownership, the copies of contracts to which the syndicate is a party, a copy of the cadastral plan, the plans and specifications of and location certificates for the building if they are available, the maintenance log, the contingency fund study and all other documents and information relating to the immovable and the syndicate."
It also contains "a description of the private portions that is sufficiently precise to allow any improvements made" to be identified.
What each one tells you
- The maintenance log records what was done, when, and by whom. A building without one is a building nobody can describe honestly.
- The contingency fund study prices what still has to be done, and when. It is the only document that lets you judge whether the fund is adequate.
The cross-reading that matters
Take the study, look at the work scheduled for the next five years, then look at the fund balance. The gap is your special assessment risk, and it can be quantified before you buy.
The description of private portions
More useful than it sounds: it identifies improvements made by co-owners, so you can tell what in the unit you are visiting is original and what was added. That matters for insurance.
What we request before an offer
The register, the fund study, the minutes of recent meetings and the financial statements. An offer made without these is an offer made blind, however good the showing was.
Where this surfaces: the syndicate register
Almost every question above is answered by one source, and it is not the listing. It is the register the syndicate must keep: the declaration of co-ownership, contracts, the cadastral plan, plans and specifications, location certificates, the maintenance log and the contingency fund study.
That is why we request those documents as soon as interest is serious, not after an accepted offer. A problem found before the promise to purchase is negotiated. Found after, it is absorbed.
Three habits before buying a condo
- Read the declaration before the showing sways you. It sets your share of expenses, your votes, and what is allowed.
- Compare the fund study with the fund balance. The gap is your special assessment risk, and it is a number.
- Read the last three sets of minutes. Work deferred year after year always ends up funded by someone. Often the new owner.
Related
Frequently asked
Is the maintenance log mandatory?
The Civil Code includes it among the documents the syndicate keeps in its register, alongside the contingency fund study.
Can I see these before buying?
They are part of what is normally requested from the syndicate during a transaction. A refusal, or an absence, is itself information.
How do I spot a coming special assessment?
By comparing the work scheduled in the fund study with the actual fund balance.
Articles quoted from the official English version of the Civil Code of Quebec (legisquebec.gouv.qc.ca), consulted 11 September 2026. This page informs; it is not legal advice. For a specific situation, consult a notary or a lawyer.
Published by the Loaa & Manseur team, number one team at RE/MAX Platine in 2024 and 2025. Tell us about your project.