Unpaid condo fees: the recovery process explained

Friendly reminders, formal notice, legal action: the steps of unpaid-fee recovery, and the role the board plays at each stage.

A co-owner who stops paying their fees puts the whole condo in a difficult spot — shared expenses keep coming regardless. The board is not in charge of collection (that is the property manager’s job), but understanding the steps helps it follow the case and support decisions made at the general meeting.

Step one: the friendly reminder

As soon as a payment is missed, the property manager sends a simple reminder, then a certified letter if the situation continues. This friendly phase often resolves a simple oversight or a temporary difficulty at no extra cost.

Formal notice and its consequences

If the reminder goes unanswered, a formal notice is sent to the co-owner. Past this stage, the property manager can, with authorization from the general meeting or within their existing powers, start a more formal collection process.

The role of the general meeting and the board

The board is informed of outstanding balances during regular accounting reviews. It can flag the property manager if a case seems stalled, and make sure decisions made at the meeting (reminders, formal notice, legal action) are actually followed through.

• Ask for a summary of unpaid balances at every board meeting.
• Check that reminders are sent on time.
• Make sure the reserve fund stays sufficient despite unpaid fees.

Legal action, as a last resort

If no friendly solution works, the property manager can start legal proceedings (payment order, summons) to recover the amount, potentially backed by a judicial lien on the unit.

Tracking unpaid fees continuously, rather than just at meeting time, avoids a lot of bad surprises. CoproHarmony helps the board keep a clear overview of the condo’s accounting.