The condo board annual report template
Every year the board reports on its work to the general meeting. Here are the 10 sections to fill in, in order, with what belongs in each one.
An obligation, not an option
The condo board must account for the performance of its duties to the general meeting every year. In France this is set out in article 22 of the decree of 17 March 1967, which lists that account among the documents to be circulated for the general meeting.
The law does not, however, require a document bearing the exact name “condo board annual report”. What matters is the substance: presenting to the meeting what the board did, checked and observed during the year. This template gives you an outline covering all of it.
What the report must cover
- Works followed and completed during the year, with progress and cost.
- Issues and problems encountered, and how they were handled.
- Review of the accounts and the budget, with the variances found.
- Contracts and quotes examined, and competitive bidding carried out.
- Exchanges with the property manager: requests made, response times, documents obtained.
- Decisions taken and any delegated powers exercised.
- Subjects to watch next year: warranties, contracts, equipment.
This information is provided for guidance only and does not constitute legal advice. If in doubt about your obligations, consult a professional.
What the template covers
A useful annual report runs two to four pages. Beyond that, nobody reads it. This template covers everything a general meeting expects from a board, and nothing more.
Template to fill in
Condo board annual report — financial year [dates]
1. Header
Condo association [name], [address]. Financial year from [date] to [date]. Report presented to the general meeting of [date].
2. Board membership and how it worked
The board has [number] members elected on [date], chaired by [name]. It met [number] times: [dates]. Average attendance: [%].
3. Review of the accounts
Records for the year were inspected on [date], [at the manager office / online]. Items checked: [list]. Findings: [discrepancies, or "no anomaly found"].
4. Budget and variances
Approved budget: [amount]. Actual: [amount]. Variances above 10%: [line, amount, explanation obtained from the manager].
5. Contracts and competitive bidding
[Number] contracts came up for renewal. [Number] went through competitive bidding. Spread between lowest and highest offer: [amount]. Contracts renegotiated: [list and savings achieved].
6. Works completed and in progress
For each project: [name] — contractor [name] — approved [amount] — committed [amount] — status [in progress / accepted] — schedule variance [duration] — snags [yes/no].
7. Issues and insurance claims
[Number] issues reported during the year, [number] resolved. Average resolution time: [duration]. Notable issues: [list with dates]. Claims filed: [list and settlement status].
8. Relationship with the property manager
Requests made: [number and subject]. Average response time: [duration]. Documents obtained: [list]. Documents not obtained: [list]. Stick to dated facts, never to judgements.
9. Warning signs for next year
Warranties expiring: [list and dates]. Contracts to renegotiate: [list]. Ageing equipment: [list]. Regulatory obligations to anticipate: [list].
10. Board opinion on each resolution
For each significant resolution: resolution no. [x] — [in favour / against / reserved] — one-sentence reason: [reason]. This is the section absent co-owners read before assigning their proxy.
Signed at [city], on [date]. For the condo board, [chair name]. — Template provided by CoproHarmony, free to reuse.
Get the full template
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What if your annual report generated itself?
The hard part is never the writing: it is finding the dates, amounts and photos twelve months later. CoproHarmony generates your annual report from the building history — works, issues, quotes, documents and decisions recorded during the year.
You record as you go
Issues, works, quotes, documents and decisions are logged with their dates and photos, all year long.
The report is generated
As the meeting approaches, CoproHarmony takes the year history and lays it out, section by section.
You present it
You review, adjust and export. What used to take a weekend takes a few clicks.
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