Syndicate Certificate: A Practical Guide for Quebec Condo Owners
Since Act 16 came into effect, one document has become essential in every condo transaction in Quebec: the syndicate certificate. Whether you're an owner, board member, or prospective buyer, you'll inevitably encounter it. Yet the certificate remains poorly understood and often dreaded.
At Borée Professional Services, we've assisted numerous syndicates—both small and large—through this process. We know how complex the obligations can seem when reading them in the legislation, and how much clearer they become when brought down to condo owners' reality.
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What exactly is the certificate?
The syndicate certificate is an official document, prepared by the condominium syndicate, that summarizes the administrative, financial, and legal status of the building. Think of it as the condo corporation's health record.
It specifies, among other things, whether the seller is current on their fees, whether the syndicate is involved in litigation, whether a maintenance logbook or contingency fund study exists, and the current state of the contingency fund.
In other words, it answers a simple but crucial question for any buyer: is this condo located in a well-managed and healthy building?
📌 Reference: OACIQ — Syndicate Certificate
Why Act 16 requires it
Why Act 16 requires it
Act 16, in effect since August 14, 2025, changed the rules for condo corporation management. It introduced the requirement for a contingency fund study and a maintenance logbook, and also strengthened the certificate's role.
The goal is clear: protect buyers and prevent blind transactions. Previously, some buyers only discovered after signing that special assessments of thousands of dollars awaited them. The certificate makes this information visible from the start.
A concrete example: in a twelve-unit condo corporation, a buyer was able to read in the certificate that the contingency fund wasn't sufficient for planned facade work. The sale still went through, but the buyer could negotiate the price with full knowledge of the facts.
📌 Reference: RGCQ — Act 16 and Condominiums
What must the certificate contain?
The certificate must cover three areas:
Financial: the seller's fee status, the contingency fund situation.
Administrative: existence of the maintenance logbook (download our free template) and fund study, recent syndicate decisions.
Legal: litigation, legal hypothecs.
This is what distinguishes this document from the location certificate, which describes the unit and its location but not the condo corporation's management.
📌 Reference: Condolegal — Condominium Status Certificate
Who prepares it, and when?
The syndicate is responsible for the certificate. In practice, it's the board of directors or property manager who drafts it. It's most often requested during a sale, but sometimes also before an offer or during refinancing.
The reality of small condos
In a large condo corporation, the property manager is accustomed to completing this type of document. But in a small building with three, six, or eight units, the condo owners themselves must handle it. And that's where difficulties begin.
Without a clear template, information is easily forgotten. Sometimes, fearing it might hurt a sale, people hesitate to mention litigation or a struggling contingency fund. Yet an incomplete certificate can create even more serious legal conflicts.
This is why we designed a free template, available without registration on our website: Download the certificate template.
How Borée assists syndicates
Our role isn't limited to providing a document. We work directly with boards of directors to explain what each section means and how to present information properly.
Carolane Gauthier, actuary, puts her expertise to work on financial projections. She knows how to translate complex numbers into clear and realistic scenarios. As a building engineer, I ensure that technical aspects and building maintenance are faithfully represented.
We've found that by taking this time to explain, administrators see the certificate not only as an obligation, but also as a tool to better understand their condo corporation and plan its future.
How much does it cost?
The price of a certificate varies depending on the context. Some firms charge several hundred dollars. In a small condo corporation without a manager, it's sometimes necessary to hire a professional.
We prefer to adapt our services to each syndicate's reality. If you simply need a template, it's free. If you want occasional help, we intervene only as needed, without imposing software or subscriptions on you—contact us.
Common mistakes
We often see three types of errors: omitting ongoing litigation, providing outdated financial data, and delaying document delivery. These situations lead to frustration, delayed transactions, and in the worst cases, lawsuits.
A recent example: a syndicate had prepared a homemade certificate for a small six-unit building in Longueuil. By forgetting to mention already-planned roof work, it caused a conflict with the buyer after the sale. A complete certificate would have avoided this situation.
In conclusion
The condominium syndicate certificate is much more than a simple administrative form. It protects buyers, guides sellers, and holds syndicates accountable.
For large condo corporations, its preparation is routine. For small ones, it can seem burdensome. This is precisely where clear tools and appropriate support make all the difference.
We chose to offer a free template and occasional service, because we know that every condo corporation is different and that administrators primarily want simple, concrete, and understandable solutions.
Make your processes easier by downloading our free condominium syndicate certificate template.
Carolane Gauthier
Co-founder
Actuary and business development advisor, I help Quebec condo corporations optimize their operations and achieve regulatory compliance.