How to request documents from the manager

The legal basis for the right to access documents

The right of every unit owner to view and, at their own expense, obtain copies of documents concerning the administration of the building is grounded in Article 1129 of the Italian Civil Code, which governs the property manager's duties, and in Article 1130 bis, specifically dedicated to the condominium financial statement. The lawmaker's intent was to guarantee managerial transparency so that every owner can verify how contributed funds are used, regardless of active participation in assembly meetings.

The property manager cannot raise a blanket refusal: at most, they can regulate the practical arrangements for consultation, for example by scheduling an appointment at the office, so that access does not disrupt work organization or compromise the confidentiality of other owners' personal data contained in the files.

Which documents can be requested

The right of access covers the entire administrative and accounting documentation related to building management, not only the annual financial statement.

• Ordinary and extraordinary assembly minutes, with related attachments
• The condominium financial statement, including the accounting ledger and financial summary
• Contracts entered into with suppliers, cleaning companies, maintenance providers and firms carrying out extraordinary works
• Building insurance policies and their amendments
• Correspondence with public authorities, suppliers or individual owners on matters of common interest
• Documentation related to the special reserve fund for extraordinary works, if one has been set up

How to formalize the request and expected response times

While the Civil Code does not impose a mandatory form for the request, it is always advisable to make it in writing, by registered mail, certified email or standard email with a read receipt, so there is a record of the sending date and the specific content requested. A vague request, such as all condominium documents, may allow an uncooperative manager to stall; it is preferable to identify specific documents, for example the latest financial statement or the contract with the cleaning company.

The law does not set a single mandatory deadline for a response, but courts have repeatedly qualified an unjustified refusal or an unreasonable delay as unlawful, which can amount to a serious irregularity under Article 1129 of the Civil Code and, in the most serious cases, grounds for judicial removal of the property manager. In practice, a reasonable response time is in the order of a few working days, whether for scheduling a viewing appointment or for sending the requested copy.

Costs of obtaining copies and online resident portals

Viewing documents at the property manager's office is generally free of charge, while extracting a copy, since it involves a material cost for the manager (printing, administrative time), can be charged to the requesting owner in a proportionate and documented amount, as often regulated in the condominium bylaws or in the management contract.

Management software such as AmministraPro reduces this friction at its root: through an online resident portal, every owner can independently consult financial statements, meeting minutes, contracts and communications regarding their building without having to formalize a written request or wait for an appointment. This does not replace the formal right to view documents under the Civil Code, but in day-to-day practice it makes managerial transparency immediate, benefiting both owners and the management office, which handles fewer individual requests manually.

Frequently asked questions