The Manager Appointment and Removal Register: a Guide

The register of appointment and removal of the manager is one of the four mandatory registers required by Article 1130, no. 7 of the Italian Civil Code. It must record, in chronological order, all appointments and removals of the managers who have succeeded one another in running the condominium, with the relevant dates. It is a seemingly minor document, yet decisive in establishing who is the manager in office at a given time and with what authority they acted.

What this register is for

The register's function is to reconstruct the history of mandates. Over time a condominium changes manager, renews mandates and removes appointees: without an orderly record it becomes hard to establish who was authorized to represent the condominium on a given date, to sign contracts or to start legal proceedings. The register provides this certainty, linking each mandate to the resolution that ordered it.

Its importance emerges above all at moments of transition: when a new manager takes over, the register lets them verify the continuity of mandates and identify any gaps or overlaps. Likewise, in litigation, it makes it possible to prove the authority of whoever acted for the condominium.

What to record for each mandate

Each entry in the register should include the elements that identify the mandate and its source. Clarity of these data prevents ambiguity about when the mandate began and ended.

• Name of the manager appointed or removed
• Date of the appointment or removal resolution and reference to the minutes
• Start and expiry dates of the mandate
• Any renewal and its duration
• Cause of termination: expiry, resignation, resolution by the meeting or judicial removal

The register must be kept aligned with the register of minutes, because appointment and removal arise from meeting decisions. Consistency between the two registers is the best guarantee of transparency.

Appointment, duration and renewal of the mandate

Appointing the manager falls to the owners' meeting. The Civil Code, at Article 1129, governs the duration of the mandate and the renewal mechanism: the mandate lasts one year and is deemed renewed for an equal period, unless otherwise decided. Recording start and expiry dates precisely is therefore essential to understand whether a mandate is still effective, whether renewal applies or whether the condominium finds itself without a manager in office.

The same provision makes the appointment of a manager mandatory for condominiums above a certain number of owners: the register documents compliance with this duty and the continuity of representation over time.

Removal and resignation

The mandate may end through natural expiry, resignation by the manager or removal by the meeting, as well as judicial removal in cases of serious irregularities. Each of these must be recorded with the date and cause, because they produce different effects on the continuity of management and on relations with third parties. An undocumented removal can create uncertainty over which acts performed after termination are still attributable to the condominium.

The role at handover

At the end of the mandate, the outgoing manager must hand over to the successor all the condominium's documentation, including the registers. The register of appointment and removal, updated up to the manager's own termination, is an integral part of this handover: it lets the new manager start from a clear picture and correctly record their own installation. Patchy keeping complicates the transition and can fuel disputes between outgoing and incoming managers.

Keeping the register always up to date

The simplest way to avoid gaps and uncertainty is to update the register at the same time as each appointment or removal resolution, without postponing. A management platform such as AmministraPro lets you link appointments, renewals and removals to the meeting minutes they derive from, and preserve the whole history of mandates in an orderly, searchable way, useful both in day to day management and at handover; the features for condominium documentation are described on /funzioni, while the plans suited to portfolios of different sizes are set out on /prezzi.