Acceptance of Major Work in a Quebec Co-ownership

Acceptance of major work in a divided co-ownership is a key milestone. It marks the contractual end of the construction project, triggers certain warranties and transfers responsibilities. When properly managed, it protects the syndicate, the board of directors (board) and each co-owner against defective workmanship and future disputes.

In Quebec, acceptance follows precise contractual and legal rules. It is based in particular on the construction contract and the effects of accepting the work (see the Civil Code of Quebec). This practical guide sets out a clear process adapted to your condo’s reality in the greater Montreal area.

Why acceptance of major work matters

Acceptance is not a mere formality. It has important legal and financial effects for the syndicate and the parties involved.

• It confirms that the work complies with the contract and the approved plans.
• Depending on the circumstances, it starts the applicable legal and contractual warranties for the work.
• It makes it possible to officially establish the list of deficiencies to be corrected and the completion deadlines.
• It governs the gradual release of any contractual holdback, where applicable.

The Civil Code of Quebec addresses acceptance of work and quality warranties in a contract of enterprise (see, among others, sections 2110 and following of the Civil Code of Quebec, LégisQuébec). Early acceptance or acceptance without professional support can weaken your later recourse. Conversely, a structured, documented and properly followed acceptance process reduces the risk of disputes and unexpected budget impacts.

Useful resources:

• LégisQuébec – Civil Code of Quebec, contract of enterprise
• RBQ – Choosing a contractor and checking the licence
• RGCQ – Co-ownership resources and best practices

Preparing for acceptance: documents, mandates and key roles

Preparation begins well before the acceptance date. Your board should confirm the mandates, gather the documents and plan the final inspection with the right participants.

Participants to involve:

• The board and, where applicable, the condominium manager.
• An independent professional (architect or engineer) to validate compliance and support the inspection.
• The general contractor and, depending on the nature of the work, the subcontractors concerned.
• Legal counsel if contractual issues are anticipated.

Documents to have on hand:

• Signed contract, addenda, amendments and approved shop drawings.
• As-built plans, operating manuals and maintenance manuals.
• Testing and commissioning reports (e.g., mechanical or fire protection systems).
• Certificates from the design or supervising professional confirming substantial completion of the work, as applicable.
• Manufacturer’s or installer’s certificates and warranties.

Reference table — essential deliverables for acceptance:

Management tip: at this stage, incorporate the update of the maintenance logbook / EUC and contingency fund planning. Newly installed assets require predictable maintenance frequencies and budgets.

To equip your board, see our operations and construction project management services: https://www.multirent.ca/services/#gestion-des-operations

Acceptance steps: inspection, reservations, minutes and corrections

1) Acceptance inspection

• Organize a detailed inspection of the affected common portions and, where relevant, consenting private portions.
• Use an inspection checklist prepared by the professional and aligned with the plans and specifications.
• Document each non-compliant item or incomplete finish with time-stamped photos.

2) Deficiency list and reservation

• Prepare an official deficiency list with priorities, expected corrections and deadlines.
• If the contract provides for it, set out the financial holdback terms until the deficiencies are corrected.
• Clearly record what is “accepted subject to reservations” and what remains “not accepted.”

3) Acceptance minutes

• Prepare acceptance minutes signed by the contractor, the board and the professional.
• The minutes must tie together acceptance of compliant work, reservations, deadlines and the effective date of the warranties.
• Adopt a board resolution authorizing the signature and deciding on the gradual release of the amounts owing, where applicable.

4) Corrections and reinspection

• Require a written, dated correction plan for each deficiency.
• Conduct a reinspection with the professional by the agreed deadlines.
• Issue an addendum to the minutes to officially close each item and adjust the corresponding reservation.

Good to know: under the Civil Code of Quebec, acceptance creates or triggers certain warranties relating to the quality and durability of the work, while also affecting the starting point of various time limits (see sections 2110 and following, and 2118 of the Civil Code of Quebec). Refer to the official text: https://www.legisquebec.gouv.qc.ca/fr/document/ccq-1991

Project closeout and transfer to the maintenance logbook / EUC

Once the corrections are complete, proceed with the administrative and technical closeout.

• Collect all missing documents and centralize them in the syndicate’s records.
• Record the affected assets and systems in the maintenance logbook / EUC, with preventive maintenance sheets.
• Update schedules and recurring costs, and reflect them in the budget and common expenses.
• Schedule mandatory periodic inspections, where necessary, with qualified professionals.

This step supports operational continuity and reduces the risk of damage related to use or insufficient maintenance. It also equips your board for the annual general meeting (AGM) by ensuring transparent reporting and clear AGM minutes regarding project closeout.

For similar guides and our other practical articles, visit our blog: https://www.multirent.ca/blogue/

Managing defects and recourse after acceptance

Even with a careful acceptance process, defects can appear after the work is put into service.

• Uncorrected apparent defects: promptly activate the contractual correction process, with written notice and deadlines.
• Hidden/latent defects discovered later: provide notice within a reasonable time and document the impacts.
• If private portions are affected, coordinate communications with the co-owners concerned.

Recourse and best practices:

• Send a structured formal notice when deadlines have passed or the refusal to correct continues.
• Maintain an evidentiary file: photos, reports, correspondence, copies of the contract, minutes and addenda.
• Obtain an independent professional opinion to characterize the defective workmanship or defect.
• Check the contractor’s RBQ licence and work categories before pursuing recourse: https://www.rbq.gouv.qc.ca/consommation/choisir-un-entrepreneur/

Useful legal reminders:

• The Civil Code of Quebec provides quality warranties and specific responsibilities for the contractor and service provider under a contract of enterprise, with time limits and procedures to follow. See the relevant provisions on LégisQuébec: https://www.legisquebec.gouv.qc.ca/fr/document/ccq-1991
• In a co-ownership, the declaration of co-ownership and the by-laws of the immovable may provide specific procedures for managing construction projects, accessing private portions and obtaining board approval. Make sure to comply with them.

The RGCQ also offers support resources on project management and syndicate governance: https://rgcq.org/ressources/

FAQ — Acceptance and closeout of condo work

Q1 — Who signs the acceptance of work for a co-ownership?

The board, mandated by resolution, generally signs along with the contractor and the professional involved. The manager may prepare the documents and coordinate the process, but the decision belongs to the syndicate.

Q2 — Do we need to hold an AGM to approve acceptance?

Not necessarily. The board may accept the work within its powers and under the declaration of co-ownership. However, a detailed report at the AGM and in the records, with the minutes and documents, remains recommended.

Q3 — Can acceptance be refused?

Yes, if the work does not comply or is incomplete. You may adjourn acceptance, accept subject to reservations, or require corrections before accepting. Document each reason and keep the evidence.

To learn how we support syndicates with project planning, supervision and closeout, visit our services: https://www.multirent.ca/services/

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

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