Features & tools
Preparing the maintenance report for the owners' meeting with software
The maintenance report for the owners' meeting is the document that summarises, in terms owners can follow, everything done to the building during the year: jobs carried out, costs incurred, recurring faults and proposals for the coming year. Extracting it from the software, rather than rebuilding it by hand, ensures the figures match the financial statement and that nothing is forgotten. A clear report supports transparent management and sets the ground for resolutions on works, which the meeting approves under Articles 1135 and 1136 of the Italian Civil Code. It is also a trust tool: it shows owners that the technical side is run with method.
What the report should contain
A good report starts from the jobs actually carried out during the year, grouped by plant or by type, with cost and supplier. To this base it adds the periodic inspections performed, the status of safety certifications and the faults that recurred, since it is these last that justify proposals for extraordinary work.
The forward-looking part matters as much as the backward-looking one. The report is not only an account of the past but the basis for deciding the future: which plants will need attention, which contracts expire, which works are worth scheduling. Presenting the account and the forecast together helps the meeting reason with continuity.
- Jobs done during the year by plant and type
- Total ordinary and extraordinary maintenance costs
- Periodic inspections and up-to-date certifications
- Recurring faults and issues that emerged
- Proposals and priorities for the coming year
Figures consistent with the financial statement
The biggest risk of a report built by hand is divergence from the accounting figures. If the report states one number and the statement another, the discussion shifts from content to the credibility of the data, wasting time and trust. Extracting the report from the same software that keeps the accounts removes this risk at the root.
The condominium financial statement, governed by Article 1130-bis of the Italian Civil Code, and the maintenance report tell the same reality from two angles. When they draw on the same source, the maintenance costs in the report match the items in the statement, and every owner can check the correspondence.
Making the report readable
A technical report risks being unreadable for those outside the trade. The manager's task is to translate the data into a clear form: sensible groupings, amounts rounded with judgement, a short explanation of recurring faults and proposals. Clarity is not decoration; it is the condition for the meeting to resolve knowingly.
Format counts. A well-laid-out document, with concise tables and plain language, cuts pointless questions and disputes. The software helps by generating the report in an orderly layout, ready to attach to the notice of meeting or to project during the session.
From report to resolution
A well-built report is the bridge to decisions. Proposals for extraordinary work accompanied by quotes and the fault history reach the meeting documented, and the meeting can resolve with the majorities set out in Article 1136 of the Italian Civil Code on a solid basis rather than on impressions.
AmministraPro generates maintenance reports aligned with the accounts, with jobs, costs, inspections and proposals ready for the notice of meeting and for the session. The features are described on /funzioni and the plans with their limits are summarised on /prezzi, so each office prepares consistent documents without double work.
Frequently asked questions
Is the maintenance report required by law?
There is no formal obligation for a document called a maintenance report, but the manager must account for the management and keep the technical documentation under Articles 1130 and 1130-bis of the Italian Civil Code. A well-made report is the clearest way to meet the transparency owed and to prepare resolutions on works.
Why extract the report from the same software as the accounts?
To ensure the figures match. A report built by hand risks diverging from the statement, shifting the discussion from substance to the credibility of the data. Drawing on the same source, the maintenance costs in the report match the items in the statement and every owner can check the correspondence.
What makes a report useful to the meeting?
Clarity and completeness. It should show the jobs done by plant, the costs, the inspections performed, the recurring faults and the proposals for the coming year, in language owners can follow. A readable document cuts pointless questions and lets the meeting resolve knowingly.
How does the report link proposals to resolutions?
By presenting extraordinary works with the quotes and fault history that justify them. This way the meeting reaches the decision with solid documentation and can resolve with the majorities set out in Article 1136 of the Italian Civil Code, rather than reasoning on impressions or data gathered at the last minute.
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