Changing Syndicate Directors with the REQ

After the annual general meeting (AGA), several divided co-ownership syndicates elect a new board of directors (board). The next essential step is to update the Registraire des entreprises du Québec (REQ). This officially confirms who administers the syndicate and avoids complications with the bank, insurer or notary when a sale takes place.

Updated as of 2026-08-04. For search engines and to help you: changing syndicate directors with the REQ.

In this practical guide, you will find the deadlines, documents, steps and responsibilities involved in filing the current updating declaration with the REQ, taking into account the realities of syndicates in Greater Montreal.

When and why to declare the change to the REQ after the AGA

• Legal obligation: when a change affects the syndicate’s directors, the REQ must be updated within the short period provided for under the Act respecting the legal publicity of enterprises (CQLR, c. P-44.1). Consult the legislation on LégisQuébec for the precise requirements.
• Business continuity: financial institutions require directors to be in good standing to maintain access to the syndicate’s bank account and sign authorizations for payments of common expenses and day-to-day expenses.
• Real estate transactions: the notary or broker may request a syndicate certificate and refer to the REQ to confirm the identity of the directors during a condo sale.
• Governance: keeping the REQ up to date strengthens the board’s credibility with co-owners and partners (contractors, insurers and suppliers).

Useful resources:
– LégisQuébec – Act respecting the legal publicity of enterprises (P-44.1)
– LégisQuébec – Civil Code of Quebec (general rules on legal persons and divided co-ownership)
– RGCQ – Information and best practices in divided co-ownership
– OACIQ – Useful resources for a condo transaction

Documents required to update the REQ

Before opening your online session, prepare the following:

• Minutes of the AGA indicating the election of the directors, the length of their terms and, if necessary, the list of positions (president, secretary and treasurer). The REQ records the directors; internal positions are used for reference.
• Complete contact information for each director: legal name, date of birth (if required by the portal), home address or address for service (a Quebec address for service is recommended), email address and telephone number for the syndicate’s internal follow-up.
• The syndicate’s NEQ (Quebec enterprise number) and access to the government account used to file the current updating declaration.
• Effective date: generally the date of the AGA or the board resolution, depending on what is provided for in the declaration of co-ownership and the syndicate’s practices.
• If a director resigns or is replaced during the year, the resignation letter or the board resolution recording the replacement.

Tip: keep these documents with the maintenance logbook / EUC and in the syndicate’s corporate records, to make things easier at the next AGA and for reviews by the external auditor of the financial statements.

Steps to change the directors with the REQ

Here is a simple process suited to self-administered syndicates and those that have a condominium manager:

1. Gather the evidence

   • Minutes of the AGA, list of incoming and outgoing directors, and contact information.
   • Board resolution on the allocation of positions (useful internally, even though the REQ only requires the directors).

2. Check document consistency

   • Ensure compliance with the declaration of co-ownership and the by-laws of the immovable (number of directors, length of terms and eligibility).
   • Make sure the signatures on file with the bank will be updated at the same time.

3. Access the online service

   • Open a session on the government portal to file a “current updating declaration” for the syndicate’s record (NEQ required).
   • If you are a condominium manager, make sure you have the board’s delegation or authorization.

4. Enter the information

   • Add the new directors and remove those who have left.
   • Check the Quebec civic address for service of notices on the syndicate.

5. Pay the government fees

   • Fees apply when filing. Have a corporate credit card or the payment method authorized by the syndicate available.

6. Keep the confirmation

   • Download the receipt and the official update.
   • File them in the syndicate’s records and include them with the next information sent to co-owners (e.g., the board newsletter or a publication on the management portal).

For structured support, see our divided co-ownership administrative management services: https://www.multirent.ca/services/#gestion-administrative

Deadlines and consequences

• Deadline: the law requires any change (e.g., a change of director) to be reported promptly through a current updating declaration. Consult LégisQuébec for the exact applicable deadlines.
• Consequences of failing to update: banking delays, difficulties having an insurance claim validated, complications when issuing certain certificates for a notary, and even administrative penalties provided for by law.

General legislative reference: Act respecting the legal publicity of enterprises (P-44.1) on LégisQuébec: https://www.legisquebec.gouv.qc.ca/

Common special cases

• Resignation during the year: promptly record the outgoing director’s removal and the replacement’s addition with the REQ, based on the board resolution.
• Non-resident director: give preference to an address for service in Quebec; check the portal’s requirements.
• Combining positions and rotation: the REQ focuses on the identity of the directors, not the details of internal positions.
• Syndicates with a condominium manager: clarify in a resolution who is authorized to file the update and pay the fees.

Roles of the board, president and condominium manager

• Board (collectively): responsible for the syndicate’s legal compliance, including updating the REQ, adopting the budget and reporting to co-owners.
• Board president or secretary: coordinates the preparation of the minutes, the transmission of information and the signing of documents required by the bank and partners.
• Condominium manager: carries out the update on behalf of the syndicate if authorized, maintains the records, files the confirmations and updates operational contact information (insurer, bank, suppliers and emergency services).

Summary table

For complete and ongoing support (administrative, financial and operations), also see: https://www.multirent.ca/services/#gestion-financiere and https://www.multirent.ca/services/#gestion-des-operations

Common errors and best practices

Errors to avoid

• Waiting for the next annual declaration to record the changes: the update should be completed promptly after the event (AGA or resolution).
• Forgetting to remove an outgoing director: this creates inconsistencies with the bank and undermines governance.
• Providing an invalid address: use an address where the syndicate can actually receive official notices.
• Failing to notify partners (insurer, bank and suppliers): align your internal and external records.

Best practices

• Add the REQ update period to the board’s calendar immediately after the AGA.
• Use a standardized template to collect the contact information of elected directors.
• Send co-owners, along with the AGA summary, the current list of directors and the key points from the minutes.
• Keep all confirmations in a secure shared folder, alongside the declaration of co-ownership, maintenance logbook / EUC, budget and financial statements.
• Check that the number of directors, incompatibilities and length of terms align with the Civil Code of Quebec and the declaration of co-ownership.

Browse other useful articles on our blog: https://www.multirent.ca/blogue/

FAQ about the REQ and directors

Do we have to wait for the AGA minutes to be approved before updating the REQ?

No. If the election is clear and recorded, you can proceed with the minutes signed by the president and secretary of the meeting. The final approved minutes can be added to the syndicate’s records afterward.

Does the REQ require the positions (president, secretary and treasurer), or only the directors?

The REQ records the syndicate’s directors. Internal positions are governed by the board’s organization and the declaration of co-ownership. However, keep this information in your records and communications to co-owners.

What happens if we forget to update the information?

You may face delays with the bank, repeated requests from partners and, depending on the law, administrative measures. It is better to regularize the situation promptly and document the correction.

Official resources
– LégisQuébec – Civil Code of Quebec
– LégisQuébec – Act respecting the legal publicity of enterprises (P-44.1)
– RGCQ – Home
– OACIQ – Home

Useful multiRent links
– Packages and services
– Administrative management
– multiRent blog
– Contact us

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

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