Which information do syndicates usually forget to include in the maintenance handbook ?

A useful maintenance handbook for condominiums is more than just a list of tasks. It should document the actual condition of the building, the work that has been done, and the decisions that have been made. A commercial building inspection provides the technical observations needed to fill this report with facts, dates, and evidence.

Why does some information disappear from the maintenance handbook ?

Managers rotate, suppliers are replaced, and documents get lost in the flow between multiple email inboxes. A simple note seems sufficient at the time. But three years later, no one knows which section was involved, why it was damaged, or whether the guarantee is still valid.

The syndicate of co-owners is responsible for preserving the building and maintaining the common areas. To this end, the condo syndicates must maintain an accessible record of past events, even when the members of the board of directors change.

What information should be included in a maintenance logbook after each inspection or repair ?

When and where did the intervention take place ?

Each entry should provide context about the issue and the work performed.

You must indicate : 

• Date of the complaint and date of the maintenance work.
• Exact location (floor, unit, exterior wall, equipment).
• Name of the person who reported the problem.
• Conditions observed, such as a malfunction or a temperature fluctuation.

This information enables us to check whether a problem occurs in the same location.

What documents should be included with the request ?

Each statement must be followed by documents confirming the nature and scope of the work.

• Dated photos showing each stage (before, during, and after).
• The quote and invoice details.
• The contractor’s and engineer’s reports.
• A list of materials and products used.
• Plans, sketches, permits, and test results, depending on the type of work.
• The company’s name, contact information, and license number.
• The dates, exclusions, and terms of the guarantee.

All of this information helps you choose the right provider when filing a claim and avoid any problems.

Why is it necessary to identify the cause and not just the symptom ?

Simply describing the visible problem is not enough to assess it. It does not specify whether the leak came from the roof, a window seal, or a pipe.

The maintenance handbook requirements : 

• The problem observed.
• The cause of the issue.
• The repair performed.
• The checks expected.
• The date of the next follow-up.

This information will help ensure that a repair does not mask a defect that is still present.

Should we record projects that have been rejected, postponed, or temporarily completed ?

When a board decides not to carry out work or to postpone it, this decision must be recorded in the building’s history. It is necessary to specify the work that has been completed or is planned, the reason for the refusal or postponement, the risks involved, and the proposed temporary solution.

A new date for verification or completion must also be set. This will allow the next board meeting to understand the situation and take the necessary follow-up actions.

What’s the difference between an incomplete note and a useful note : understanding the documentation method  ?

A usable entry allows you to understand the history without relying on the administrator. It also helps you plan an inspection or request a quote.

Why should we rely on the observed condition rather than on its theoretical lifespan ?

A component might age faster or slower depending on its exposure, installation, and maintenance. This finding will change the work schedule and the associated costs. An inspection allows projections to be based on the building’s current condition.

How can you improve your monthly maintenance handbook ?

To meet the syndicate obligations Quebec law sets out under Bill 16, the board may assign a designated person to track each service call, adding invoices, photos, and reports as soon as they are received.

At each meeting, managers could review pending actions and relate their decisions to the meeting minutes. A periodic review then allows for adjustments to the status of components and planned work.

What does a condominium gain with a complete file ?

A comprehensive maintenance logbook helps syndicates prepare for repairs and provide information to co-owners, buyers, insurers, and professionals. It also makes it possible to distinguish between an isolated incident and recurring damage.

After each intervention, the council should be able to answer six questions : what, where, when, why, by whom, and with what follow-up. If an answer is missing, the building’s history remains incomplete.