Condominium summary sheet: everything you need to know

Have you ever heard of the Summary sheet of co-ownership also referred to by the more official term “synthetic condominium sheet”? It was created and implemented recently. Here's what you need to know about it.

Condominium sheet: what is it?

The synthetic condominium sheet or Condominium sheet The main objective is to inform co-owners about various elements: how the condominium operates, condition of the building... Implemented in 2014 with the ALUR law (law for access to housing and renovated urban planning), it has been mandatory since December 31, 2018 in all condominiums in France. It is the condominium trustee who must draw up the famous condominium summary sheet. This brings together multiple essential information such as financial and technical data relating to co-ownership, but also data relating to the trustee during the mandate.

What does the synthetic condominium sheet contain?

We have listed some types of elements that can be found in the condominium summary sheet. Here is a more exhaustive list (available on the official website of the French administration) of everything that should be included in this document:

• Identification of the condominium;
• Identification of the trustee/provisional administrator;
• Name and address of the trustee;
• Condominium registration number;
• Date of the last update of the condominium registration number;
• Date of establishment of the condominium regulations;
• Institutional identification number (Siret) of the trustee;
• Name, first name (s), address and Siret number of the legal representative of the condominium;
• Trustee mandate or provisional administration mission;
• Nature of the trustee (primary or secondary);
• National condominium registry number of the main syndicate (if it is a secondary trustee);
• Total number of lots listed in the condominium regulations;
• Total number of lots for residential use/business/offices listed in the condominium regulations;
• Number and period of construction of buildings;
• Type of heating and energy used (if collective heating);
• Number of elevators...

If this is a first accounting year and the accounts have not yet been approved at the general meeting, the Condominium sheet must include the start date and the end date of the accounting year. If this is not the first accounting year and the accounts have therefore been approved at the GA, the sheet should list additional items such as:

• Start/end dates of the accounting year;
• The date of the general meeting that approved the accounts;
• The total of expenses for current operations as well as that of expenses for exceptional works and operations;
• The amount of supplier and other debts as well as that of the work fund;
• The amount of unpaid bills;
• The number of debtor co-owners whose debt exceeds the sum of 300 euros.

Note that the number of debtor co-owners with a debt greater than 300 euros is not part of the information to be provided for “unions [...] with less than 10 lots used as housing, offices or businesses [and] whose average estimated budget over a period of three consecutive financial years is less than 15,000 euros”.

Creation and updating of the condominium sheet

As we mentioned earlier, it is the condominium trustee who must draw up the summary form of co-ownership. Without a trustee, it is the provisional administrator who takes care of it. Whether it is the trustee or a provisional administrator, the name, signature and stamp of the person must appear. The condominium sheet must be updated every year. If the condominium concerned is already registered in the National Register of Condominiums, the form can be extracted from it.Finally, as stipulated by law, “the corresponding data must be prepared within two months [following] the notification of the minutes of the general meeting in which the accounts for the financial year ended were approved”.

Request for a form and penalties incurred

If a co-owner asks to consult the summary form of co-ownership, he must make his request in writing or even orally.If no form exists, the responsible trustee can be sanctioned and even dismissed. Note also that the contracts of syndicates of condominiums must stipulate the establishment of a fixed fine in the event of non-transmission of the condominium sheet within 15 days following the request made by a co-owner. The penalty is deducted from the trustee's remuneration at the time of the last expense call for the fiscal year.In summary, since the end of 2018, any condominium trustee must draw up a summary condominium sheet and be able to send it to the co-owners as soon as they request it. This must list various mandatory elements as stipulated by the ALUR law.