Practical guide
How to close a condominium claim and archive the file
Closing a claim does not just mean collecting the indemnity: it is the stage where the manager checks that the settlement is correct, carries out and pays for the repair, allocates any uncovered part, reports the operation to the owners and archives the file so it stays retrievable for years. It is the most neglected part of the process, yet it is the one that makes the work carried out transparent and protects the manager in case of future disputes or a handover. A poorly closed case, with missing documents or unreported allocations, resurfaces as a dispute months later, when reconstructing the facts is difficult. An orderly closure, instead, puts a definitive end to the matter.
Checklist to close the claim
- Check that the settlement matches the damage recognised in the appraisal
- Verify the application of deductible, uninsured share and limit
- Record the receipt of the indemnity in the condominium's accounts
- Carry out and pay for the repair, keeping invoices and inspection
- Allocate the uncovered part and generate the shares charged to owners
- Report the claim at the meeting or in the annual statement
- Archive the complete file with all linked documents
Checking the settlement before accepting it
The settlement letter states the amount the company recognises and how it calculated it. Before treating it as final it is best to compare it with the appraisal report and with the damage actually suffered: verify that all admitted items have been counted, that deductible, uninsured share and limit are applied as per the policy, and that the mitigation costs incurred to limit the damage under Article 1914 of the Italian Civil Code are not missing.
Accepting the settlement often involves signing a receipt that closes the dealings with the company on that claim. That is why, if the amount appears inadequate, this is the moment to submit observations or activate an own-party appraisal, before signing. Once accepted in full, reopening the negotiation becomes much harder.
Repair, receipt and accounting entries
With the recognised indemnity you proceed to repair the damage: appointing the company, carrying out the works, the invoice and, where needed, verification of correct execution. The receipt of the indemnity and the payment of the repair are entries that must appear clearly in the condominium's accounts, linked to the claim, so that the statement reflects the whole operation and not just a final balance without history.
If the condominium advanced the repair costs before receiving the indemnity, the entry must show the outflow and the subsequent insurance inflow, so that it is clear how much was actually covered and how much stayed with the owners. Accounting clarity is the premise of credible reporting.
Allocation of the uncovered part and reporting
When deductible, uninsured share or excess over the limit leave a part on the condominium, it must be allocated among the owners according to the nature of the common part involved and the criteria of Article 1123 of the Italian Civil Code, with a reasoned allocation note. Reporting of the whole matter, from the claim to the settlement to the allocation, must be brought to the owners' attention, at the meeting or in the annual statement that Article 1130-bis of the Italian Civil Code requires of the manager.
Reporting a claim well means explaining in an understandable way what happened, how much the insurance paid, how much the repair cost and how much stays with each owner. Transparent communication reduces doubts and prevents challenges to the allocation resolution under Article 1137.
Archiving the file for the future
The last step is to archive the complete file: claim, correspondence with adjuster and company, appraisal report, settlement, receipt, repair invoices, resolution and allocation note. This documentation may be needed years later, for a new claim linked to the same event, for litigation or for a handover to another manager, who is entitled to receive the archive under the rules on delivery of condominium documentation.
With AmministraPro the loss record gathers all these documents in one place, linked to the condominium and to the accounting that recorded indemnity, repair and allocation. On closure the case stays consultable and ready for a possible handover, without the risk of documents scattered across emails and folders. The archiving and reporting features are described on /funzioni and the plans on /prezzi.
Frequently asked questions
What should I check before accepting the settlement?
Before treating it as final it is best to compare the settlement letter with the appraisal report and the actual damage: verify that all admitted items are counted, that deductible, uninsured share and limit are applied as per the policy and that the mitigation costs incurred under Article 1914 are included. Acceptance often involves signing a receipt that closes the dealings on that claim, so any observations or an own-party appraisal must be activated before signing, because reopening the negotiation afterwards is much harder.
How do I record the indemnity and the repair in the accounts?
The receipt of the indemnity and the payment of the repair must appear clearly in the condominium's accounts, linked to the claim, so that the statement reflects the whole operation. If the condominium advanced the costs before the indemnity, the entry must show the outflow and the subsequent insurance inflow, making clear how much was covered and how much stayed with the owners. Accounting clarity is the premise of credible reporting and of an unchallengeable allocation of the uncovered part.
Must I report the claim to the meeting?
Yes, the matter must be brought to the owners' attention at the meeting or in the annual statement that Article 1130-bis of the Italian Civil Code requires of the manager. Reporting well means explaining what happened, how much the insurance paid, how much the repair cost and how much stays with each owner. Transparent communication reduces doubts and prevents challenges to the allocation resolution under Article 1137. The allocation of the uncovered part follows the criteria of Article 1123 and the correct millesimi table.
How long do I keep the claim documentation?
There is no single deadline, but it is prudent to keep the file for several years, considering the limitation periods of the rights involved, such as the five years of Article 2947 for non-contractual damage and the shorter periods of Article 2952 for rights arising from the insurance contract. The documentation may be needed for a new claim linked to the same event, for litigation or for a handover to another manager, who is entitled to receive the management archive.
How do I avoid losing documents when closing the case?
The risk is that claim, correspondence, appraisal, settlement, invoices and resolution scatter across emails and folders, especially if the claim lasted months or the manager changes. The solution is a single digital file per loss. With AmministraPro the loss record gathers all documents linked to the condominium and to the accounting that recorded indemnity, repair and allocation, so on closure the case stays consultable and ready for a possible handover; the features are on /funzioni and the plans on /prezzi.
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