Practical regulations
Managing the register of appointments and removals
Article 1130 number 7 of the Italian Civil Code requires the property manager of a condominium to keep a register of appointments and removals concerning the manager role itself, an obligation often overlooked compared to the resident register or the accounting books, yet equally important for transparency. This register lists, in chronological order, the dates of appointment, renewal, removal and resignation, together with the reference to the assembly resolutions that determined them. Keeping it correctly protects both the outgoing and the incoming manager, because it makes objectively verifiable who held legal representation of the building at any given time, a fact that can become decisive in disputes with suppliers, banks or in court.
What the register must contain
Under article 1130 number 7 of the Civil Code, the register of appointments and removals must record, in temporal sequence, every event concerning the manager's mandate: the initial appointment, any renewals, removals resolved by the assembly or ordered by a court, voluntary resignations and replacements for any cause.
Each entry should precisely indicate the date of the assembly resolution or the court order, the minutes number the decision refers to, the full name of the outgoing and incoming manager, and the effective start date of the mandate, which does not always coincide with the date of the resolution.
- Date and minutes number of the assembly resolution appointing or removing the manager
- Name and identifying details of the manager (or the management firm)
- Effective start date of the mandate
- Duration of the mandate as resolved (article 1129 provides for one year, renewable)
- Reason in case of removal (just cause, expiry, court order)
When to update it
The register must be updated whenever a relevant event occurs for the mandate, not only at the first appointment. The annual renewal provided for by article 1129, if not expressly revoked, does not require a new appointment resolution, but it is still good practice to note the tacit or explicit renewal with its date, so as to keep a continuous chronology without gaps.
In the case of a court-ordered removal, for instance for the serious irregularities listed in article 1129, the entry must report the details of the court order and its effective date, distinguishing it from any earlier or later assembly resolution on the same matter.
Continuity between one manager and the next
Continuity of the register is one of the most delicate aspects of the handover. The outgoing manager is required to deliver all condominium documentation, including the register of appointments and removals, to the incoming manager within the deadline set by the assembly or, absent that, without delay, in line with the general principles governing the end of the mandate.
If the paper or digital register shows interruptions, gaps or missing entries relating to previous mandates, the incoming manager should have the situation recorded in the assembly minutes at the time of handover, so as not to be held responsible for prior omissions that are not their own.
Preservation and access for owners
The register is part of the documentation the manager must keep with care and make available to owners who request it, consistent with the general duty of transparency in condominium management. It is not a confidential document: every owner has an interest in knowing with certainty who legally represented the building at a given time.
Keeping the register in digital form, with resolutions linked and dates automatically ordered, reduces the risk of transcription errors and makes historical consultation easier. Management software such as AmministraPro allows each register entry to be linked to the corresponding assembly resolution and preserves the history of mandates continuously, which is particularly useful during handovers between managers.
Frequently asked questions
Is the register of appointments and removals mandatory even for small buildings or ones with the same manager for years?
Yes. The obligation set out in article 1130 number 7 of the Civil Code does not distinguish based on the number of owners or the length of the current mandate: it applies to every condominium with a manager, even if the same professional has been reconfirmed for many years. In that case the register will simply contain a sequence of annual renewals, but it must still exist and be updated at every renewal resolved by the assembly.
What happens if the outgoing manager does not hand over the register to the incoming one?
Failure to deliver condominium documentation, including the register of appointments and removals, exposes the outgoing manager to liability toward the condominium and can be the subject of a formal notice from the new manager or the assembly. The incoming manager should still have the missing handover recorded in the assembly minutes and reconstruct, as far as possible, the chronology of previous mandates through the available minutes.
Does a removal always need to be recorded even if it was resolved without a specific just cause stated?
Yes, every removal must be recorded regardless of the stated reason, because the register exists to objectively document who represented the condominium over time, not to assess whether the removal was justified. The assembly can remove the manager at any time under article 1129, and this decision, with its date and minutes number, must appear in the register regardless of the reasons given.
Can the register of appointments and removals be kept only in digital form?
The law does not impose a specific medium, so the register can be kept exclusively in digital form, provided it is preserved in a way that guarantees its integrity over time and remains accessible to owners who request it. Management software that automatically links each entry to the underlying resolution, such as AmministraPro, reduces the risk of errors compared with manual paper record keeping and makes handover between managers easier.
Should voluntary resignation of the manager be recorded the same way as a removal?
Yes, voluntary resignation is also an event concerning the holder of the mandate and must be recorded in the register with the date it was submitted and the date the functions actually ceased, which in some cases may be deferred to ensure continuity of management until a successor is appointed. The distinction between resignation and removal should still be kept clear in the entry, since the two situations have different legal grounds.
Try AmministraPro
Accounting, thousandths-based cost splitting, meetings, communications and artificial intelligence in a single Italian software, compliant with UNI 10801 and GDPR.