How to communicate an increase in condominium fees

Justify the increase with verifiable data, not generic statements

The main cause of disputes is not the amount itself but the perception that the increase is arbitrary. Every communication should therefore include the detailed estimate, the itemized cost breakdown for works, or a comparison between the previous year's statement and the new budget approved at the assembly meeting under article 1135 of the Civil Code. If the increase relates to a special reserve fund for extraordinary works, article 1135, paragraph 1, number 4 should be referenced, since it requires the fund to be established together with the resolution approving the works.

It is always useful to distinguish between ordinary management expenses, which track current costs (utilities, cleaning, routine maintenance), and extraordinary expenses approved ad hoc, which have a specific purpose and often a defined deadline. Mixing the two categories in the communication creates confusion and distrust.

• Always attach the meeting minutes or the excerpt of the resolution that approved the expense
• State the millesimal table applied and the allocation criterion (general shares, per staircase, per use)
• Compare the new amount with the previous year's figure to make the change visible

Choose official, traceable channels

The notice convening the assembly meeting that approves the increase must follow the forms set out in article 66 of the implementing provisions of the Civil Code: registered mail, certified email, fax or hand delivery with signature, with at least five days' notice unless urgent. The same care should apply to the subsequent communication informing owners of the amount due and payment deadlines: an informal message on a group chat never replaces the official communication and cannot be relied upon in case of a dispute.

Management software that centralizes communications, such as AmministraPro, allows notices to be sent with read receipts, the financial statement to be attached, and a history to be kept that each owner can consult in their own reserved area: in case of unpaid fees or a legal challenge, proof of communication becomes decisive.

Timing: how much notice to give before the charge

There is no single legal deadline for communicating the increase after the resolution, but established practice and case law suggest giving owners reasonable notice, typically no less than thirty days before the first payment deadline, so they can organize their finances. For extraordinary works involving significant amounts, communicating the allocation as soon as the estimate is approved, even before work starts, significantly reduces last minute requests for installment plans.

It is also important to distinguish between the moment of the resolution, which makes the expense due, and the moment the installment becomes payable, which the manager sets in the allocation plan: communicating both dates clearly prevents owners from confusing the obligation with the deadline.

Set up an installment plan to reduce conflict

For significant increases, particularly those linked to extraordinary works, offering an installment plan agreed at the assembly meeting, with fixed amounts and dates, helps prevent unpaid fees. The communication should clearly state the number of installments, the amount of each, the due date and the consequences of late payment, including any surcharges set out in the building regulations.

It is also useful to state in writing the accepted payment channels and to remind owners that failure to pay two installments, under article 63 of the implementing provisions, allows the manager to take action to recover the debt even without authorization from the assembly.

• Number and amount of installments agreed at the assembly meeting
• Fixed due dates stated in the official communication
• Accepted payment methods and the condominium account IBAN

Prevent legal challenges with a complete communication

Article 1137 of the Civil Code allows absent, dissenting or abstaining owners to challenge a resolution within thirty days of the communication (for dissenting owners, from the date of the resolution itself). A complete communication, including the minutes, the allocation criteria and supporting documentation, does not prevent a challenge but reduces the likelihood it will succeed on procedural grounds, since it demonstrates that the manager met the information obligations.

Frequently asked questions