The works tracking sheet
From the quote voted at the meeting to the snags being cleared, taking in instalments and delays: eight sections so a project does not get lost between two board meetings.
Tracking works is how you protect the building
The condo board does not run the works — the managing agent has them carried out. But the board is the one on site, the one who raises the alarm when the schedule slips, and the one who keeps a record of what was promised at the meeting.
That record matters most after the project: the statutory warranties run from handover, and a snag that was never cleared and cannot be traced turns into a dispute you have already lost.
The dates that decide everything
- The date of the vote, and the exact amount authorised.
- The handover date: it starts the warranty clock.
- The snags raised at handover, and the date each was cleared.
- Instalments paid, set against real progress on site.
Going over the voted amount cannot be decided by the agent alone: beyond what the meeting authorised, it takes a fresh vote — or a delegation of powers with a cap attached.
Word template
Works tracking — [name of the co-ownership]
One sheet per project. Kept by [board member], updated on [date]
Duplicate the sheet for each project voted. The point is not to be complete on day one, but to be dated at every step: it is the timeline that serves you, at the meeting and in a dispute.
1. Subject and origin
Which defect or which obligation triggered these works, and how long it has been reported.
To fill in: type of works, date first reported
2. Quotes received and compared
Contractors approached, gross amounts, differences in scope. The cheapest quote is rarely the same scope.
To fill in: contractors, amounts, differences in scope
3. Vote at the general meeting
Resolution number, majority obtained, amount authorised and cost-sharing key applied.
To fill in: meeting date, resolution, amount voted
4. Contractor and contract
Contact details, structural insurance in force, contractual completion time.
To fill in: contractor, insurance certificate, completion time
5. Schedule and progress
Planned start date, actual start, milestones and delays observed.
To fill in: planned / actual start, progress
6. Instalments and payments
Amounts paid, on which date, and against what actual progress on site.
To fill in: instalments paid and matching progress
7. Handover
Handover date, board members present, snags recorded in writing.
To fill in: handover date, snags
8. Clearing snags and warranties
Date each snag was cleared, and the starting point of the statutory warranties.
To fill in: snags cleared on, warranties until
Keep the sheet after handover: the warranties run for several years, and this document is what will prove when they started.
Get the template by email
One email address and the document is yours. The download opens right below.
A project outlives a message thread
Between the vote and the last snag cleared, eighteen months and two board meetings often go by. The photos end up in a messaging group, the quotes across four inboxes. CoproHarmony holds the project in one place, from the first report to the warranty.
Start from the report
The defect is recorded with its date and photos, before the first quote even arrives.
Attach the quotes
Each quote stays tied to the problem it addresses, not buried in a folder.
Keep the handover
Snags and warranty dates stay reachable years later.
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