Registering owners and units at the first appointment

What Article 1130 no. 6 requires

The condominium register is a legal obligation introduced by the condominium reform. Article 1130, number 6, of the Italian Civil Code states that it must record the personal details of individual owners and holders of real and personal usage rights, the cadastral data of each unit, and any data on the safety conditions of common areas.

The same rule provides that any change in the data must be communicated by the party concerned in writing within sixty days. Failing that, the manager may request them by registered letter and, after a further thirty days, obtain them at the owner's expense. At the first appointment this framework legitimizes the request for missing data.

Start from the documents received

The main source is the documentation handed over by the outgoing manager: existing register, thousandths tables, list of owners, known lease contracts. This data should be taken as a base but verified, because it is often incomplete or not updated for recent sales.

If the register is missing or patchy, the new manager rebuilds it starting from the thousandths tables and cadastral data, supplementing it with information from the owners. It is a demanding initial task, but it is the foundation on which cost allocation, meeting notices and communications rest throughout the mandate.

Verify units and thousandths

Each owner must be linked to the units they own with the related thousandths. A condominium may have several tables: the general ownership table and specific tables for services such as stairs, lift or heating, under the criteria of Articles 1123 and 1124 of the Italian Civil Code. Attributing thousandths correctly is essential for accurate cost allocation.

Recent sales are the critical point: an unregistered change of ownership leads to sending notices and allocations to the wrong party. It is best to cross-check the data received against any transfer notices and to ask owners for confirmation in doubtful cases, so as to capture the real ownership as at the appointment date.

Distinguish owners, usufructuaries and tenants

The register contains not only owners. It must also record holders of real rights other than full ownership, such as the bare owner and the usufructuary, whose distinction affects the allocation of certain costs and voting rights at the owners' meeting. Tenants must also be mapped, because some recurring management costs concern them.

This distinction allows payment notices, meeting notices and communications to be addressed correctly. Sending a notice to the tenant when the debtor toward the condominium is the owner, or convening a usufructuary for a resolution belonging to the bare owner, generates disputes that a well-built register avoids.

Keep the register up to date over time

The initial registration is not a one-off act: the register must be updated at every change, sale, succession or change of contact details. Data left to age brings back the same problems the first appointment was meant to solve. It is best to set a process to collect owners' communications and record them promptly.

Management software simplifies both the initial registration and its maintenance: it imports records and tables, links units, thousandths and contacts, and handles real rights and tenants separately. With AmministraPro the new manager builds a register compliant with Article 1130 no. 6 and keeps it updated with just a few operations. The features are described on the /funzioni page and the plans on the /prezzi page.

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