Required Review Documents
Learn about all the documents required for a comprehensive strata document review. Click on any document to see detailed information and examples.
Complete Guide to Strata Documents
Annual General Meeting (AGM) Minutes
What is it?
AGM minutes document key decisions, votes, and discussions from the association's main yearly meeting. They include financial reports, board elections, major project approvals, and owner concerns.
Where does it come from?
These minutes are recorded by the secretary of the condominium board or by the property manager during the Annual General Meeting that all owners are invited to attend.
How do I get it?
Request this document from the seller or the property management company. AGM minutes are usually distributed to all owners after the meeting, so the seller should have a copy.
Budget
What is it?
The budget document shows planned income and expenses for the upcoming fiscal year. It details anticipated costs for maintenance, utilities, insurance, management, and contributions to the reserve fund.
Where does it come from?
The budget is prepared by the condominium board of directors, often with input from the property manager. It is typically prepared annually and approved at a board meeting.
How do I get it?
Request this document from the seller or their real estate agent. The seller should be able to obtain the most recent approved budget from the property management company.
Bylaws
What is it?
Bylaws are the rules governing the association's operation and the rights and responsibilities of owners. They detail restrictions on use, renovations, rental policies, pet policies, and other important regulations.
Where does it come from?
Bylaws are established when the condominium corporation is formed and can be amended by a vote of the owners (usually requiring a supermajority). They are filed with the land titles office.
How do I get it?
Request this document from the seller or their real estate agent. This is a fundamental document that should be provided in any condominium purchase transaction.
Engineering Report
What is it?
Engineering reports evaluate the physical condition of the building, identifying structural issues or necessary repairs. They provide critical information about the building's integrity and potential future costs.
Where does it come from?
These reports are prepared by professional engineering firms hired by the condominium corporation to assess specific aspects of the building or to investigate particular concerns.
How do I get it?
Request this document from the seller or the property management company. Engineering reports are not always available for every property unless there have been specific issues or regular assessments.
Financial Statement
What is it?
Financial statements provide detailed information about the association's financial condition, including income, expenses, assets, and liabilities. These documents typically include a balance sheet, income statement, and statement of cash flows.
Where does it come from?
Financial statements are prepared by the condominium corporation's accountant or financial manager and approved by the board of directors. They are usually created annually after the fiscal year end.
How do I get it?
Request this document from the seller or their real estate agent. The seller should request a copy from the condominium management company if they don't already have it.
Insurance Certificate
What is it?
The insurance certificate details the corporation's insurance coverage for the building and common elements. It includes policy numbers, coverage limits, deductibles, and expiration dates for property damage, liability, and other types of insurance.
Where does it come from?
The certificate is issued by the insurance company providing coverage to the condominium corporation and is typically renewed annually.
How do I get it?
Request this document from the seller or the property management company. This is an important document that shows the level of protection the building has against various risks.
Management Agreement
What is it?
The management agreement outlines the responsibilities and fees of the property management company. It details the services provided, compensation structure, term of the agreement, and termination conditions.
Where does it come from?
This contract is negotiated between the condominium board and the property management company they've selected to manage the property.
How do I get it?
Request this document from the seller or the property management company. This document helps you understand how the property is managed and what services are included in the management fees.
Board Meeting Minutes
What is it?
Meeting minutes document discussions and decisions made by the condo board at regular meetings. They include reports on operations, maintenance issues, financial updates, rule enforcement, and upcoming projects.
Where does it come from?
These minutes are recorded by the secretary of the condominium board or by the property manager during regular board meetings that occur throughout the year.
How do I get it?
Request the past 1-2 years of meeting minutes from the seller or the property management company. These documents provide valuable insight into ongoing issues and how the board handles them.
Purchase Contract
What is it?
The purchase contract (or purchase agreement) is the formal agreement between buyer and seller that sets out the purchase price, key dates, conditions, and responsibilities for the condo purchase. It is the core legal document that governs your transaction.
Where does it come from?
The purchase contract is prepared and signed by the buyer and seller (and their agents) as part of the offer and acceptance process. The buyer agent typically provides a copy for the document review.
How do I get it?
Your buyer agent is responsible for providing the purchase contract. Request a copy from your real estate agent if you have not already received it.
Policies
What is it?
The policies document outlines specific rules for day-to-day living that supplement the bylaws. These can include guidelines for amenity use, noise restrictions, garbage disposal, renovation procedures, and other quality-of-life matters.
Where does it come from?
Policies are created and approved by the condominium board and can be updated more easily than bylaws, without requiring a vote of all owners.
How do I get it?
Request this document from the seller or the property management company. Policies help you understand the day-to-day rules you'll need to follow as an owner.
Post-Tension Cables Report
What is it?
The Post-Tension Cables Report evaluates the condition and integrity of post-tension cables in the building structure. This report is essential for buildings with post-tension systems to ensure structural safety and identify any necessary repairs.
Where does it come from?
Post tension reports are prepared by structural engineering firms specializing in post-tension cable systems. They assess the condition of the cables and provide recommendations for maintenance or repairs.
How do I get it?
Request this document from the seller or the property management company if the building has post-tension cables. This report is critical for understanding the structural integrity of the building.
Special Assessment Notice
What is it?
Special assessment notices inform owners of additional fees required for unexpected repairs or improvements. These can significantly impact your monthly costs and should be carefully reviewed.
Where does it come from?
Special assessment notices are issued by the condominium board when unexpected expenses arise that exceed the reserve fund capacity. They require approval by the board and may need owner consent depending on the amount.
How do I get it?
Request this document from the seller or the property management company. Special assessment notices are critical for understanding potential additional costs beyond regular condo fees.
Title Document
What is it?
The title document provides legal proof of ownership and details key information about the property such as legal description, ownership history, registered encumbrances, easements, caveats, and any liens against the property. It defines the exact boundaries of the property and associated rights.
Where does it come from?
Title documents are official government records maintained by the land titles office or registry in the jurisdiction where the property is located.
How do I get it?
Request a copy of the current title from the seller or their real estate agent. Alternatively, you can obtain a copy directly from the land titles office or through a title search company for a fee.
MLS Feature Sheet
What is it?
The MLS (Multiple Listing Service) listing contains detailed marketing information about the property as presented to potential buyers. It includes property specifications, features, amenities, asking price, property taxes, condo fees, and often photos and floor plans.
Where does it come from?
MLS listings are created by real estate agents and uploaded to the Multiple Listing Service database, which is accessible to real estate professionals and, in some cases, the public through various real estate websites.
How do I get it?
Request a copy of the current or previous MLS listing from your real estate agent or the seller's agent. This document provides a comprehensive overview of how the property was marketed.
Condo Survey Plan
What is it?
The condominium plan is a detailed architectural drawing that shows the physical layout of the entire condominium development, including individual units, common areas, and boundaries. It contains floor plans, elevation drawings, and defines exactly which parts of the building are owned by unit holders versus common property.
Where does it come from?
The condominium plan is prepared by professional surveyors and architects when the condominium is initially registered. It is filed with the land titles office as part of the condominium corporation's registration.
How do I get it?
Request a copy from the seller, the condominium board, or the property management company. If these sources don't have it, you can obtain a copy from the land titles office in the jurisdiction where the property is located.
Form B (Information Certificate)
What is it?
BC Form B (Information Certificate) discloses current strata fees, any special levies, legal proceedings, depreciation report status, and other material information about the strata corporation for the specific strata lot being purchased.
Where does it come from?
Issued by the strata corporation (typically via the strata manager). Form B is prescribed by the BC Strata Property Act and must be provided on request for any strata lot.
How do I get it?
Request the most recent Form B from the seller, listing agent, or directly from the strata manager. It must be less than 60 days old at closing.
Form F (Certificate of Payment)
What is it?
BC Form F (Certificate of Payment) certifies that strata fees and any special levies for the strata lot have been paid up to date. Title cannot be transferred without a current Form F.
Where does it come from?
Issued by the strata corporation (typically via the strata manager) under the BC Strata Property Act.
How do I get it?
Request from the seller, listing agent, or strata manager. Form F is usually updated close to the completion date.
Depreciation Report
What is it?
The BC Depreciation Report is the strata's long-term capital planning document. It inventories physical components, estimates remaining useful life, and projects future repair/replacement costs plus contingency reserve fund contributions.
Where does it come from?
Prepared by a qualified professional (engineer or certified reserve planner) on behalf of the strata corporation.
How do I get it?
Request the most recent depreciation report from the seller or strata manager. BC stratas must update it at least every 5 years unless owners vote to opt out.
Strata Rules
What is it?
Strata Rules govern day-to-day use of common property and amenities (noise, moving, amenity hours, etc.). They are ratified at general meetings and enforceable alongside the bylaws.
Where does it come from?
Passed by the strata council and ratified by owners at a general meeting under the BC Strata Property Act.
How do I get it?
Request the current rules package from the seller or strata manager.
Rental Disclosure Statement (Form J)
What is it?
BC Form J (Rental Disclosure Statement) is filed by the developer and discloses rental entitlement for strata lots. It determines whether any developer-era rental exemptions apply to the specific unit being purchased.
Where does it come from?
Filed by the developer at the Land Title Office at the time of first marketing.
How do I get it?
Obtain a copy from the seller, strata manager, or from the Land Title Office records.
Electrical Planning Report
What is it?
The Electrical Planning Report assesses the strata's electrical capacity for EV charging and other electrification needs. It's a new mandatory Form B attachment (item (p)) under Bill 22-2023 for stratas with 5 or more lots.
Where does it come from?
Prepared by a qualified electrical engineer or consultant on behalf of the strata corporation. Required by Dec 31, 2026 for Metro Vancouver/Fraser Valley/Capital Regional District stratas, or Dec 31, 2028 for the rest of BC.
How do I get it?
Request the most recent electrical planning report from the seller or strata manager, once the strata has obtained one.
Notice of General Meeting
What is it?
The Notice of General Meeting announces an upcoming Annual or Special General Meeting, including the date, time, location, and agenda items. It is distinct from the meeting's minutes, which record what happened after the fact.
Where does it come from?
Issued by the strata council or strata manager in advance of a general meeting, as required under the BC Strata Property Act.
How do I get it?
Request recent notices of general meetings from the seller or strata manager; the strata corporation must produce these on request under s.35/36 of the Strata Property Act.
Minor Maintenance Report
What is it?
Minor Maintenance Reports cover ad hoc repair or maintenance items (for example, roof repairs) that aren't part of a formal engineering report or depreciation report. Not a statutory category under BC legislation.
Where does it come from?
Prepared by a contractor or consultant if and when the strata corporation commissions a specific repair or maintenance assessment.
How do I get it?
Ask the seller or strata manager whether any minor maintenance reports exist for the property.
Home Warranty Insurance Certificate
What is it?
The Home Warranty Insurance Certificate shows new home warranty coverage under BC's Homeowner Protection Act (2-5-10 year warranty covering materials/labour, building envelope, and structural defects). Only relevant if the unit is still within its warranty window.
Where does it come from?
Issued by a licensed home warranty insurance provider at the time the strata lot was first built and sold.
How do I get it?
Ask the seller if the unit is still within its new home warranty period and, if so, request a copy of the certificate.
Agency Disclosure
What is it?
The Agency Disclosure (Disclosure of Representation in Trading Services) identifies which brokerage and agent represent the buyer and seller in the transaction, and the type of agency relationship in place.
Where does it come from?
Provided by the buyer's real estate agent/brokerage at the outset of the relationship, as required by BC real estate licensing rules.
How do I get it?
This should be provided to you directly by your realtor before you begin working together.
Property Disclosure Statement
What is it?
The Property Disclosure Statement is the seller's disclosure of known issues with the property, such as structural problems, past water damage, or renovations, based on the seller's actual knowledge.
Where does it come from?
Completed and signed by the seller, typically at the request of the listing agent, and provided to the buyer through the buyer's realtor.
How do I get it?
Ask your realtor for a copy of the seller's Property Disclosure Statement, if one was completed for this listing.
Material Latent Defects Disclosure
What is it?
This disclosure covers known material latent defects in the property - issues that aren't visible or discoverable through a reasonable inspection but that the seller has a legal duty to disclose.
Where does it come from?
Sellers and their agents have a legal obligation to disclose known material latent defects; this is typically documented by the listing agent or included in the Property Disclosure Statement.
How do I get it?
Ask your realtor whether any material latent defects have been disclosed for this property.
Home Buyer Rescission Period Disclosure
What is it?
This disclosure confirms the buyer's legislated right to rescind (cancel) a residential real estate purchase contract within 3 business days of the offer being accepted, under BC's Home Buyer Rescission Period.
Where does it come from?
Provided to the buyer by their realtor as a required disclosure on applicable residential purchase contracts.
How do I get it?
Your realtor is required to provide this disclosure to you as part of your purchase contract.
Annual General Meeting (AGM) Minutes
Documents key decisions and votes from the annual owners' meeting.
Budget
Planned income and expenses for the current fiscal year.
Bylaws
Legal rules governing the corporation and owner rights and restrictions.
Financial Statement
Shows the corporation's income, expenses, assets, and liabilities.
Insurance Certificate
Details building coverage, deductibles, and what owners need to insure.
Management Agreement
Contract outlining property manager responsibilities and fees.
Council Meeting Minutes
Records of board discussions, decisions, and ongoing building issues.
Purchase Contract
Contract outlining the terms of the purchase of the property.
Title Document
Legal proof of ownership showing encumbrances and liens.
MLS Feature Sheet
Marketing details including price, features, and photos.
Strata Plan
Architectural drawings showing unit boundaries, parking, and storage.
Form B (Information Certificate)
Official strata disclosure of fees, levies, litigation, parking, and CRF.
Depreciation Report
Projects major repair costs and contingency reserve fund health over 30 years.
Strata Rules
Rules governing use of common property, amenities, and visitor parking.
Engineering Report
Professional evaluation of building structural condition.
Policies
Day-to-day rules for pets, rentals, renovations, and amenity use.
Post-Tension Cables Report
Engineering assessment of structural cable integrity.
Special Levy Notice
Notice of additional fees required for unexpected repairs.
Form F (Certificate of Payment)
Certifies the seller owes no money to the strata corporation at closing.
Rental Disclosure Statement (Form J)
The developer's Form J disclosure of rental intentions for the strata.
Electrical Planning Report
Assesses electrical capacity for EV charging and electrification upgrades.
Notice of General Meeting
Agenda and proposed resolutions for an upcoming AGM or SGM.
Home Warranty Insurance Certificate
Remaining 2-5-10 new home warranty coverage for the building.
Agency Disclosure
Confirms who the realtor represents in the transaction.
Property Disclosure Statement
The seller's disclosure of known issues with the strata lot.
Material Latent Defects Disclosure
Written disclosure of hidden defects not visible on inspection.
Home Buyer Rescission Period Disclosure
Confirms the buyer's 3-business-day right to rescind the contract.
Minor Maintenance Report
Recent maintenance summaries between depreciation report cycles.