Preventive Maintenance: 15 Essential Actions to Protect Your Building
04/03/2026Condo Noise: What to Do and Who Is Responsible
05/05/2026The maintenance logbook has become an essential document for every divided co-ownership in Quebec. Made mandatory by Bill 16, it is much more than a simple administrative formality—it is a strategic tool for protecting the value of your building. In Quebec, a well-maintained building can be worth 15% to 25% more than a comparable building with poor documentation.
What is a maintenance logbook?
The maintenance logbook is a detailed register that records all maintenance, repair and replacement work carried out on the common portions of your divided co-ownership. It serves as the building’s institutional memory.
What the logbook must contain
- Building identification: address, year of construction, number of units, type of structure
- List of components: roof, foundations, windows, heating system, plumbing, electrical system, elevator, etc.
- Work history: date, nature of the work, cost, supplier, warranty
- Preventive maintenance schedule: inspections to plan, seasonal maintenance
- Estimated service life of each component and planned replacement date
- Inspection photos and reports
Why the maintenance logbook is essential
1. Legal requirement (Bill 16)
Since Bill 16 came into force, the maintenance logbook has been mandatory for all divided co-ownerships in Quebec. Failing to maintain one exposes the syndicate to legal risks and can affect the sale of units.
2. Financial planning
A well-maintained logbook makes it possible to anticipate future expenses and adequately fund the contingency fund. Without a logbook, syndicates often discover too late that they do not have the funds required for major repairs—leading to painful special assessments.
3. Protecting the building’s value
A potential buyer who reviews a well-documented maintenance logbook will have confidence in the building’s condition. Conversely, the absence of a logbook is a red flag that can drive buyers away or reduce offers.
4. Preventive vs. reactive maintenance
The logbook makes it possible to move from a reactive approach (we repair things when they break) to a preventive approach (we maintain things before they break). Preventive maintenance always costs less than emergency repairs.
How to create and maintain a maintenance logbook
Step 1: Initial inventory
Make a complete list of all the components of the common portions:
| Category | Components | Typical service life |
|---|---|---|
| Structure | Foundations, load-bearing walls, slabs | 50-100 years |
| Building envelope | Roof, brickwork, windows, doors, balconies | 20-30 years |
| Mechanical | Heating, ventilation, plumbing, electrical systems | 15-25 years |
| Equipment | Elevator, intercom, sprinklers, detectors | 20-30 years |
| Exterior | Parking, landscaping, fences, lighting | 15-25 years |
Step 2: Work history
Gather all available documents: invoices, contracts, inspection reports and photos. Even if the history is incomplete, record what you know. Every piece of information is valuable.
Step 3: Maintenance schedule
Establish a preventive maintenance schedule:
| Frequency | Actions |
|---|---|
| Monthly | Check smoke detectors, visually inspect common portions, clean gutters (fall) |
| Quarterly | Test emergency systems, inspect exposed plumbing, check exterior lighting |
| Twice a year | Inspect the roof, service the HVAC system, check window seals |
| Annually | Complete building inspection, elevator maintenance, chimney sweeping, fire inspection |
| Every 5 years | Inspect the foundations, assess the roof, update the contingency fund study |
Step 4: Ongoing updates
The logbook must be updated with every intervention. Systematically record the date, nature of the work, supplier and cost, and keep the invoices and photos.
Digital vs. paper logbook
A digital logbook offers considerable advantages:
- Accessible to all directors and the condominium manager at all times
- Automatic reminders for preventive maintenance
- Photos and documents attached directly to entries
- Cannot be lost (unlike the binder in the basement)
- History that can be viewed and filtered by component or date
At multiRent, our platform includes an integrated digital maintenance logbook that simplifies record-keeping and ensures compliance with Bill 16.
Link with the contingency fund and budget
The maintenance logbook is inseparable from your divided co-ownership’s financial planning. It directly supports:
- The contingency fund study: by documenting the current condition of components and work already completed
- The annual budget: by identifying foreseeable maintenance expenses for the coming year
- Discussions at the annual general meeting: by providing concrete data to support financial decisions
Need help setting up your maintenance logbook? Our team can assist you in creating and maintaining your logbook in compliance with Bill 16. Book a free call or discover our plans.
