Annual report template for the condo board to present at the general meeting

Every year the condo board reports on its work to the general meeting. Here is a complete template, section by section, and a method that does not eat your weekend.

The same scene plays out every year: the general meeting is coming up, the board chair opens a blank document, and realises they have to summarise twelve months of work that nobody recorded in any organised way. The trail is scattered across emails, text messages and two meetings nobody wrote up.

Yet the annual report is not a formality. It is the one moment in the year when the board explains to co-owners what it did, what it checked and what it recommends. Written well, it gives the board legitimacy and carries the vote. Rushed, it makes the board look pointless.

Why the board must account for its work

The condo board assists the property manager and reviews their management. That mandate comes from the general meeting of co-owners, and it is to that meeting that the board reports back. This annual account is the logical conclusion of the mission: without it, co-owners have no way of knowing whether any oversight actually took place.

The report serves three purposes. It informs co-owners about what happened in the building. It justifies the positions the board will defend during the vote. And it leaves a written trace for the next board — something routinely overlooked until the handover between outgoing and new members has to happen in a hurry.

An annual report is not a writing exercise: it is the evidence that the board did its job.

The 8 sections of a report people actually read

A good report runs two to four pages. Beyond that, nobody reads it. Here is the structure we recommend, in the order that reads best out loud.

1. Membership and how the board worked

State who sits on the board, who chairs it, and how it worked during the year: number of meetings, dates, attendance. Short and factual — it answers the question co-owners are already asking: do these people actually meet?

2. Reviewing the accounts and the budget

This is the section everyone waits for. Say when you inspected the accounting records, what you checked, and what you found. If you spotted discrepancies, name them. If everything was in order, say that too: a review that finds nothing is still a review, as long as it is documented. Our checklist for reviewing the accounts before the general meeting lists the points to go through.

3. Contracts and competitive bidding

List the contracts that came up for renewal, those you renegotiated, and the bidding processes you took part in. Give the number of quotes obtained and the price spread: it is the single most convincing argument for the board's usefulness.

4. Works completed and in progress

Cover each project with its status, cost and any delays. A table beats a paragraph — see our works tracking table template, which copies straight into the report.

5. Issues and insurance claims

Summarise the significant issues: type, date reported, time to resolution, cost. Co-owners remember the delays above all. If you keep an issue log up to date, this section takes ten minutes.

6. Working relationship with the property manager

A delicate section, but a necessary one. Describe the quality of the exchanges factually: response times, documents obtained or not, friction points. Stick to dated facts rather than judgements — a report that settles scores loses its credibility instantly.

7. Warning signs for the year ahead

Flag what is coming: expiring warranties, contracts due for renegotiation, ageing equipment, regulatory obligations to anticipate. This is the section that turns a backward-looking report into a decision-making tool.

8. The board opinion on each resolution

For each significant resolution on the agenda, give the board position and a one-sentence reason. Absent or undecided co-owners lean heavily on that opinion when assigning their proxy or filling in their ballot.

The template to copy

Here is the outline as you can reuse it. Just replace the bracketed items. You can also get the complete print-ready template, section by section.

1. CONDO BOARD ANNUAL REPORT — [Building name] — Financial year [dates] — Presented to the general meeting of [date].
2. Membership: the board has [number] members elected on [date], chaired by [name]. It met [number] times: [dates].
3. Review of accounts: records for the year were inspected on [date] at the manager office / online. Items checked: [list]. Findings: [discrepancies or "no anomaly found"].
4. Contracts: [number] contracts came up for renewal. [Number] went through competitive bidding, with a spread of [amount] between lowest and highest offer.
5. Works: [for each project: name, contractor, amount approved, amount committed, status, schedule variance].
6. Issues: [number] issues were reported this year, [number] resolved. Average resolution time: [duration]. Notable issues: [list].
7. Relationship with the property manager: [dated facts — requests made, response times, documents obtained].
8. Warning signs for [next year]: [list].
9. Board opinion: resolution no. [x] — [in favour / against / reserved], reason: [one sentence].
10. Signed at [city], on [date]. For the condo board, [chair name].

The mistakes that undermine a report

• Writing it at the last minute: a report written the night before shows, because it contains no precise dates.
• Staying generic: "we followed the works" proves nothing. "We chased the contractor on 12 March and 4 April" proves something.
• Mixing facts and opinions: separate clearly what you observed from what you think about it.
• Leaving out numbers: one price spread, one delay, one issue count is worth ten paragraphs.
• Writing ten pages: the report should be readable aloud in five minutes.

How to prepare it in an evening instead of a weekend

The whole difficulty comes down to one problem: the information exists nowhere in consolidated form. It lives in one person's memory, in someone else's inbox, in a spreadsheet nobody has updated since March.

The answer is not to write better, but to record better during the year. If every issue is logged with its date and photos, if every quote is filed in the same place, if every meeting leaves minutes, then the annual report stops being a piece of writing and becomes an extraction.

That is exactly what CoproHarmony does. Issues, documents, quotes and decisions are centralised as they happen, with timestamped history and photos. When the meeting comes, you export the year's issues as a PDF, pull the figures, and your report is written. Create your space for free and start recording today — you will feel the benefit next year.

And if your meeting is close, start by preparing your board before the general meeting: the annual report is only the visible part of that preparation.