Quick answer: the syndicate certificate has been mandatory in Quebec since August 14, 2025 (article 1068.1 of the Civil Code). It informs the promising buyer about the financial and physical state of the co-ownership, and whoever sells a fraction must hand it to them in good time. The seller requests it, and the syndicate produces it and delivers it within the deadline set by law.
This guide explains each mandatory section of the certificate, the legal deadline, the procedure for sellers and administrators, and the request template to use.
What is the syndicate certificate?
The syndicate certificate is an official document, dated and signed by the person authorized to give it, that discloses key information about the state of the syndicate and the building. It allows the buyer to make an informed decision before finalizing the purchase of a unit.
Legal basis: article 1068.1 of the Civil Code of Québec, in force since August 14, 2025. The text provides that « le syndicat remet dans un délai de 15 jours l'attestation au copropriétaire qui en fait la demande » (the syndicate delivers the certificate within 15 days to the co-owner who requests it), and leaves the form and content to a government regulation.
The seller has the duty to give the certificate to the promising buyer in good time, but it is the syndicate that must produce it.
When is the certificate required?
The certificate has been mandatory for the sale of a fraction of a divided co-ownership in Quebec since August 14, 2025. The seller or their notary requests it from the syndicate before the deed of sale is signed.
When it is required
- Sale of a fraction — whoever sells must give the certificate to the promising buyer in good time, whether the sale goes through a broker or is made privately.
- From the first board independent of the developer — the seller's duty and the syndicate's duty exist from the appointment of a new board of directors, after the developer has lost control of the syndicate (article 1068.1, third paragraph).
When it is not required
- A transfer that is not a sale: succession, gift.
- A sale made while the developer still controls the syndicate.
Cases the text does not settle
- Repossession, sale under judicial authority, or seizure — article 1068.1 targets « celui qui vend » (whoever sells) and the « promettant acheteur » (promising buyer). A taking in payment by the creditor is not a sale, and a sale under judicial authority is carried out by the person the court designates, on the conditions it sets (article 2791 CCQ). The Code does not say whether the certificate is required in those cases. It only settles the common expenses: the acquirer is bound to pay those that are due, even when acquiring through the exercise of a hypothecary right (article 1069 CCQ). The notary or lawyer on the file decides.
When in doubt, request the certificate — better to have it and not need it than the reverse.
Where the board finds each piece of information
The legal list belongs to article 10 of the regulation adopted under decree 991-2025, which sets the eight categories a certificate must contain at minimum. It is covered category by category in what the syndicate certificate must contain.
The seven blocks below answer a different question: where the board finds each of these pieces of information to fill in the document. They group the same material by source document, not by legal category.
Each block names the categories of the regulation it feeds. What is marked "useful" is not required by the regulation, but helps the board answer the buyer's questions.
1. Contingency fund (category 1)
- Total amount of the fund on the date of the certificate
- The contingency fund study's recommendation on the amount that should be available at the start of the current year
- Useful: annual contributions in force, catch-up plan if there is one
Source: financial statements, latest contingency fund study.
2. Contributions and budget (categories 2 and 5)
- Total contributions to the common expenses required from the co-owners in the 3 previous years, and the total paid over the same period
- Budget for the current year
- Useful: special contributions decided or under consideration. The regulation does not name them, but the work behind them often belongs in block 3.
Source: accounting records, budget adopted by the board.
3. Planned work (category 8 d)
Brief description of the major repairs and replacements planned for the common portions over the next 10 years, with their estimated date and cost.
Source: maintenance logbook, contingency fund study.
4. Work and inspections of the last 5 years (categories 8 a and 8 c)
- Major repairs and replacements made to the common portions, with their date and cost
- Inspections and expert assessments carried out at the syndicate's initiative on the general condition of the building or one of its main components
Source: registry, invoices, inspection reports.
5. Litigation (category 8 e)
Brief description of pending court cases to which the syndicate is a party. Closed cases are not required.
Source: the syndicate's legal files.
6. Insurance, self-insurance fund and losses (categories 6, 7 and 8 b)
- A statement that the syndicate holds the insurance policies required by article 1073 CCQ
- Total amount of the self-insurance fund on the date of the certificate, and the highest deductible under the syndicate's insurance
- Brief description of the losses of the last 5 years that affected the private portion being sold or the common portions
Source: insurance policies, broker, accounting records, loss tracking.
7. Financial position and declaration of co-ownership (categories 3, 4 and 8 f)
- Total liquid assets the syndicate has to pay current operating expenses
- Annual surplus or deficit in the last 3 financial statements
- Amendments made to the declaration of co-ownership in the last 3 years
Source: financial statements, registry.
The regulation does not ask for a list of non-conformities or known defects. A known problem that fits no category is still information the seller has good reason to disclose to the buyer; the board may attach it to the certificate if it sees fit.
The deadline runs from the request
Article 1068.1 CCQ sets a strict deadline for delivery, running from the co-owner's request. The exact count, how weekends and holidays are treated, the consequences of a delay, and the seller's remedies are covered separately: the 15-day deadline for the syndicate certificate.
Everything below follows from it. The advance preparation described further down exists so that, on the day a request arrives, the board only has to check and sign.
How do you obtain the certificate as a seller?
Step 1 — Written request to the syndicate
Request the certificate as soon as you decide to sell, ideally 3-4 weeks before listing.
Request template (in French; adapt as needed):
[Date] Au conseil d'administration du Syndicat de copropriété [Nom] [Adresse de l'immeuble] Objet : Demande d'attestation du syndicat (article 1068.1 CCQ) Madame, Monsieur, Par la présente, je demande officiellement, conformément à l'article 1068.1 du Code civil du Québec, que le syndicat me fournisse une attestation contenant les informations exigées par la loi. Informations sur l'unité : - Numéro d'unité : [Numéro cadastral et d'immeuble] - Propriétaire actuel : [Votre nom complet] - Adresse de l'unité : [Adresse] Cette demande est faite dans le cadre de la vente prochaine de mon unité. Je vous saurais gré de me faire parvenir l'attestation dans le délai légal de 15 jours. Cordialement, [Signature] [Nom complet] [Coordonnées]
Recommended delivery method: email with read receipt, registered mail, or hand delivery with a signed receipt.
Step 2 — Follow up on the request
- After 7 days: if you have heard nothing, contact the president or the manager to confirm the request is being handled.
- After 12 days: send a written reminder that mentions the 15th-day deadline.
- After 15 days with no answer: send a formal notice, inform your notary and broker, and consider legal action.
Step 3 — Check the certificate you receive
Check that the eight categories prescribed by article 10 of the regulation are there, that the certificate is signed and dated, and that the amounts match your account statements. If anything is missing, ask for a corrected certificate right away.
Step 4 — Hand it to the buyer
The signed original goes to the buyer, a copy to the notary, and a copy stays with the seller. The certificate must be handed over as is, with no omissions or changes.
How do you issue the certificate as an administrator?
Advance preparation
Keep five records up to date so you can answer quickly:
- Financial records — contingency fund balance, contributions, special contributions
- Maintenance logbook — work done and planned, revision dates
- Litigation file — pending lawsuits, insurance claims
- Insurance file — policy in force, premiums, losses (5 years)
- Inspection and loss tracking — inspection reports, losses of the last 5 years
Designate the person who will sign certificates on behalf of the syndicate. Prepare a certificate template to fill in when a request arrives.
Receiving a request
Acknowledge receipt right away (24-48 hours), confirming the date the deadline started and the date it ends. Put the deadline in the calendar.
Gathering and drafting
Split the tasks among the administrators:
| Information | Source | Responsible |
|---|---|---|
| Contingency fund | Financial statements | Treasurer |
| Contributions and budget | Accounting records, budget | Treasurer |
| Planned work | Maintenance logbook | President |
| Recent work | Registry, invoices | Secretary |
| Pending litigation | Legal files | President |
| Insurance and self-insurance fund | Policies, broker, accounting records | Treasurer |
| Inspections and losses | Reports, loss tracking | Secretary |
Suggested timing: 5-7 days to gather the information + 5-7 days to draft and review internally.
Signature and delivery
- The certificate is dated and signed by the person authorized to give it, with their name and title (article 10 of the regulation)
- Delivered in the way the co-owner asked for (PDF by email, mail, hand delivery)
- Before the 15th-day deadline
- Retention: a copy in the syndicate's registry
Is there a free certificate template?
There is no mandatory form imposed by the government, but templates are available. CondoAide offers a free certificate generator that covers the eight categories of information prescribed by article 10 of the regulation adopted under decree 991-2025, under article 1068.1 of the Civil Code — a guided form (contingency fund and study, 3 years of contributions, liquid assets, surplus/deficit, budget, insurance and self-insurance fund, inspections and losses, recent and planned work, pending litigation, amendments to the declaration), with a signature-ready PDF.
Generate my certificate for free →
For syndicates that prefer to draft by hand, the blocks under "Where the board finds each piece of information" above cover the main sections. Check your final version against the eight categories prescribed by article 10 of the regulation (in particular the self-insurance fund balance and the highest deductible under the policies, often left out of templates).
What are the syndicate's responsibilities, and what happens if it fails?
The syndicate's responsibilities
- Accuracy — the certificate describes the situation on its date. Inaccurate information can make the syndicate civilly liable to the person who suffers harm from it (article 1457 CCQ).
- Deadline — 15 days from the co-owner's request.
The administrators' responsibilities
- Prudence and diligence — administrators must act with prudence and diligence, and with honesty and loyalty in the syndicate's interest (article 322 CCQ).
- Insurance — the syndicate must already carry insurance covering the liability of the members of the board of directors (article 1073 CCQ).
If the certificate is missing, late or wrong
A missing or late certificate can delay the sale. Article 1068.1 sets no sanction of its own: the consequences of a seller's failure toward the buyer, or of inaccurate information supplied by the syndicate, fall under the general rules of sale and civil liability. It is for the notary or lawyer to assess them on the facts of the file.
Detailed questions on the certificate
- What does a syndicate certificate contain?
- Who can prepare and sign the syndicate certificate?
- What is the legal deadline for the certificate?
The other obligations the certificate draws on
The certificate does not fill itself in: each category draws on an obligation the syndicate must already keep up to date.
- The overall framework the certificate belongs to — maintenance logbook, contingency fund study, the 2025-2028 deadlines: complete guide to Bill 16.
- The unit-by-unit records behind the summary of losses: owner compliance — insurance proof, air ducts, private plumbing, smoke alarm, and water heater. An out-of-life water heater is a known issue to disclose once the syndicate is tracking it.
- The meeting decisions that set the special contributions and the work to be disclosed: condo meeting minutes — the 30-day deadline, signature, and registry retention.
Frequently asked questions about the certificate
What is the syndicate certificate?
The syndicate certificate is a document that has been mandatory in Quebec since August 14, 2025 (article 1068.1 of the Civil Code). The syndicate gives it to the co-owner selling their fraction, who gives it to the promising buyer.
When is the syndicate certificate mandatory?
The certificate has been mandatory for the sale of a fraction of a divided co-ownership in Quebec since August 14, 2025, from the appointment of a new board of directors after the developer has lost control. The seller or their notary requests it from the syndicate before the deed of sale is signed.
Can the syndicate charge for the certificate?
Article 1068.1 of the Civil Code sets no fee for the certificate and does not forbid charging one either. In practice, some syndicates charge an administrative fee to produce it, others absorb it in the common expenses. When a fee is charged, it is better for it to rest on an explicit basis, such as a board resolution or a provision of the declaration of co-ownership.
Not to be confused with article 1068.2, which covers the other documents the promising buyer may request from the syndicate: those are provided « aux frais de celui-ci », that is, at the buyer's expense.
Is there an official certificate template?
There is no mandatory form imposed by the government, but templates are available. CondoAide offers a free template that follows the elements prescribed by the regulation (decree 991-2025) made under article 1068.1 of the Civil Code.
What happens if the certificate is missing or incomplete?
A missing or late certificate can delay the sale. Article 1068.1 sets no sanction of its own: the consequences fall under the general rules of sale and civil liability, and it is for the notary or lawyer to assess them on the facts of the file.
Who can request a syndicate certificate?
Any selling co-owner can request a certificate. In practice, the request is often made by the notary handling the sale, on the seller's behalf.
Going further
The syndicate certificate is a transparency tool that protects buyers as much as well-run syndicates. For a syndicate in good order, it is also a competitive advantage — a selling point for co-owners and a signal of good management to the market.
In CondoAide, the certificate prefills its amounts from the syndicate's data (contingency fund, contributions, budget, insurance deductibles) and is signed online. Free for co-ownerships of 5 units or fewer. Start for free →
This article is provided for information purposes and does not constitute legal advice. For advice suited to your situation, consult a notary or a lawyer.