Quebec Co-ownership Loss Register: Access and Record-Keeping

In a divided co-ownership, every loss leaves technical, financial and legal records. Keeping a clear and complete register protects the syndicate, facilitates insurance claims and informs co-owners. The loss register forms part of the co-ownership register, alongside the DCV, minutes, financial statements and maintenance logbook (EUC).

This article explains the Quebec co-ownership loss register in practical terms: its definition, expected contents, access rights and retention period. You will come away with a simple method for organizing your files and responding effectively to requests from the board of directors, co-owners and buyers.

What is a loss register?

A loss register is the collection of information and supporting documents relating to damaging events that have occurred in the building (common portions or private portions), whether or not an insurance claim was made. It documents, in particular, the probable cause, extent of the damage, emergency measures, corrective work and costs.

In Quebec, the Civil Code of Quebec requires the syndicate to maintain a co-ownership register and retain certain essential documents. Although the Civil Code of Quebec does not list every item in a “loss register” line by line, the general obligation to maintain and retain documents applies, in addition to requirements introduced by recent reforms relating to maintenance and insurance.

• Civil Code of Quebec reference – Co-ownership register (art. 1070): co-owners’ access and retention of key documents. See LégisQuébec.
• Civil Code of Quebec reference – Maintenance logbook and building file (including the traceability of work performed) (art. 1070.2): see LégisQuébec.

In practice, your loss register becomes the index and archive for all loss files, with a summary for each event and links to the detailed documents.

What should the register contain: required and recommended information

For each event, create a standardized record. It should cover, at a minimum, the following elements:

• Loss identification: internal number, date and time, precise location (floor, unit, mechanical room), and common portions or private portions affected.
• Factual description: probable cause (e.g., burst pipe, sewer backup, infiltration), extent of the damage and isolated areas.
• Emergency measures: shutting off water/electricity, drying, securing the site and initial cleaning.
• Participants: contractors (name, RBQ licence), experts, condominium manager and contact information for the co-owners concerned.
• Insurance: the syndicate’s insurer, policy number, loss report, deductible, open/closed claim and contact information for the claims adjuster.
• Costs: breakdowns (emergency measures, demolition, drying and reconstruction), advances, insurer payments, uninsured amounts and the portion recharged, where applicable, under the declaration of co-ownership and the by-laws of the immovable.
• Compliance: references to the applicable by-laws of the immovable, board of directors’ authorizations and decisions recorded in the minutes.
• Documentation: dated photographs, reports (plumber, electrician and drying companies), tests (air and mould), warranties and releases.
• Follow-up and closing: key dates, outstanding items, follow-ups, confirmation of final work, acceptance and resolution of outstanding items.

Additional best practices:

• Link the record to your maintenance logbook (EUC) when the loss reveals a maintenance weakness (e.g., add a recurring inspection task for water risers or roofs).
• Keep important communications (emails from the claims adjuster and the insurer’s instructions) in the file.
• Use an annual master index to quickly identify recurring losses (e.g., the same risers or units).

For contractors, always verify the licence on the RBQ website before awarding a mandate: RBQ – Find a contractor.

Access and confidentiality: who can consult the register?

• Co-owners: each co-owner has a reasonable right of access to the co-ownership register. This includes relevant information that allows them to understand the building’s situation and the syndicate’s decisions. Reasonable copying fees may apply (see art. 1070 of the Civil Code of Quebec; see LégisQuébec).
• Representatives: a duly authorized representative (e.g., broker or notary) may consult the register on behalf of a co-owner or prospective buyer.
• Prospective buyers: in a sale context, a buyer will often submit an information request to the syndicate (certificate, relevant loss records). OACIQ emphasizes the importance of full disclosure during a transaction; see OACIQ – Seller’s Declaration.

Respecting privacy (Bill 25): disclose the necessary information without exposing sensitive data (e.g., personal numbers and medical information). Anonymize unit names when not required and limit the documents provided to those relevant to the request.

Practical access tips:

• Prepare an annual summary of losses with anonymized unit identifiers.
• Establish a written process for requests: form, person responsible, deadlines, fees and secure method of transmission.
• Keep a record of the documents provided (date, recipient and documents) to demonstrate the syndicate’s diligence.

Retention, filing and traceability

How long should loss files be kept? The Civil Code of Quebec does not establish a single retention period for this type of document, but the co-ownership register must be maintained continuously. In practice, keep the building’s complete loss history. This facilitates insurance renewals, technical studies and the management of recurring issues.

Usual retention recommendations:

• Complete history: retain loss summaries and related board of directors’ decisions indefinitely.
• Detailed files: retain them for at least 10 years after closing (technical documents, reports and photographs) to cover insurance and maintenance cycles and potential late claims.
• Financial documents: follow the syndicate’s accounting policies and applicable tax obligations (statements, invoices and releases), in alignment with your annual financial statements.

Recommended digital filing:

• One directory by year > by loss (e.g., 2026/SG-2026-03 – riser A).
• Consistent file naming: YYYY-MM-DD_Type (e.g., 2026-08-13_Plumber-Report.pdf).
• Backup and redundancy: secure cloud storage and backup copies, with access controls (role management for the board of directors, condominium manager and concierge, as applicable).

Link with maintenance: if a loss leads to a change in the maintenance program (inspection frequency or component replacement), update the maintenance logbook (art. 1070.2 of the Civil Code of Quebec; LégisQuébec).

Standard procedure following a loss

Here is a simple sequence for the board of directors and management to implement:

1. Secure and mitigate: prioritize people’s safety, stop the source (water/electricity), ventilate or dry the area.
2. Notify: promptly inform the condominium manager, the board of directors and, if necessary, the affected co-owners and your emergency service providers.
3. Document: dated photos/videos, factual notes, witness contact information and the time the contractors arrived.
4. Report to the insurer: open the file, obtain a claim number, follow the claims adjuster’s instructions and record them in the register.
5. Assess the damage: distinguish between common portions and private portions under the declaration of co-ownership; verify applicable deductibles and coverage.
6. Choose RBQ-licensed contractors for emergency work and restoration (verification: RBQ).
7. Decide and record: where necessary, the board of directors adopts a resolution (e.g., exceeding the deductible or approving an estimate). Add the decision to the minutes.
8. Close and archive: confirm that the work is complete, attach the warranties, update the register and, where applicable, the EUC.

Tip: prepare a loss-record template and a “24–72 hours” checklist to standardize responses, especially at night and on weekends.

Tools and best practices for the board of directors

• Record template: create a simple one-page template with all the key fields mentioned above. Use the same structure for each event.
• Dashboard: track the number of losses, main causes and costs quarterly. Target preventive measures (e.g., replacing backwater valves).
• Training and roles: identify who opens the file, who speaks with the insurer, who validates estimates and who updates the register.
• Communication: inform affected co-owners of the steps and timelines; post a brief notice in the Co-owner Portal when necessary.
• External resources: for guidance and best practices, consult the RGCQ and OACIQ’s transaction diligence sheets (Seller’s Declaration).

Need a framework and practical tools? See how our administrative management services organize record-keeping, minutes preparation and the documentation of work performed. You can also browse our blog for additional resources.

This article provides general information and does not constitute legal advice. Consult a lawyer or notary regarding your situation.

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