Mandatory Condominium Registers and the Right to Inspect

Among the manager's duties, Article 1130 of the Italian Civil Code requires the keeping of four registers: the owners' register (anagrafe condominiale), the register of owners' meeting minutes, the register of appointment and revocation of the manager, and the accounting register. These registers must be kept up to date and made available for inspection: any owner who requests it through the manager may examine them and obtain copies at their own expense. They are the main tool for transparent management.

The owners' register

The owners' register collects the data of each unit and its holders: the owner's details, any holder of a real or beneficial right, the cadastral data of the property and information on the safety conditions of the common parts. It is the owner who must notify their own changes in writing; failing that, the manager may obtain the necessary information and charge the cost. An up-to-date register is essential to convene meetings correctly and to allocate expenses.

The register of meeting minutes

This register records the minutes of all meetings, ordinary and extraordinary, as well as any failed constitutions for lack of a quorum. Correct keeping is essential: a faithful transcript of the minutes proves which resolutions were adopted and with which majorities, and the defensibility of decisions in the event of a challenge depends on this documentation. The register must also report the brief statements of owners who request it.

The register of appointment and revocation of the manager

This register notes, in chronological order, the appointment and termination of each manager's office, with the date of the relevant meeting resolution. It makes it possible to reconstruct the sequence of appointments and to verify the regularity of the condominium's representation towards third parties such as banks, suppliers and public offices.

The accounting register

The accounting register records income and outgoing movements in chronological order, within a short time of when they occur. It is the basis from which the annual statement is built and allows the condominium's financial life to be followed over time. Together with the account statement of the condominium bank account, it provides a continuous and verifiable picture of the common cash position.

How to exercise the right of inspection

The right to inspect and obtain copies is exercised by addressing a request to the manager, preferably in writing. An owner cannot demand that the registers be handed over permanently, but is entitled to effective access, in reasonable time and manner, without hindering ordinary management.

• Make the request in writing, indicating the registers or periods of interest.
• Agree with the manager a place and time for inspection or delivery of copies.
• Bear the actual reproduction costs, which remain with the requesting owner.
• Handle any third parties' personal data in the registers with confidentiality.

Consequences of poor record keeping

Failure to keep the registers, or keeping them irregularly, as well as an unjustified refusal to allow inspection, may amount to a serious irregularity in management and justify removal of the manager, including through the courts. Missing or disorderly registers also make the handover to a new manager difficult and can compromise the condominium's defence in litigation.

Keeping registers in order

Keeping four registers up to date and consistent is easier with digital tools that link the owners' register, minutes and accounts in a single system. AmministraPro helps keep the owners' register aligned, archive minutes and record movements in real time, with the option for owners to consult their own data from a private area. The features are illustrated on the /funzioni page and the plans on the /prezzi page.