Quebec Co-ownership Glossary (2025)

We have compiled and defined the essential terms to help you properly understand and manage a co-ownership in Quebec. Questions or suggestions? Contact us to share your feedback.

How to use this glossary? This glossary is designed to be your comprehensive reference for co-ownership in Quebec. Whether you are a new co-owner (familiarize yourself with the basic terms), a co-ownership director (consult our guides on your legal obligations), or a professional (focus on technical and legal aspects).

🔠 A

Act 141

Act 141 was adopted in 2020 to modernize the insurance regime for co-ownerships. It requires quinquennial building valuation and creates the self-insurance fund obligation.

• See our guide: Understanding Act 141 and Its Impacts on Co-ownerships in Quebec

Act 16 (formerly "draft bill 16")

Act 16 came into force in 2025 to modernize and strengthen the management of co-ownerships in Quebec. It makes the maintenance logbook and contingency fund study mandatory, and introduces new transparency and planning requirements.

• See our guide: Understanding Act 16 and Its Impacts on Co-ownerships in Quebec

Allocation table (distribution schedule)

The allocation table is a document annexed to the declaration of co-ownership that indicates for each fraction: its relative value, its share of common portions, and sometimes special allocations for certain expenses.

Asset management plan (capital plan)

The asset management plan is a comprehensive management approach that integrates the building condition certificate, maintenance logbook, and contingency fund study. Its purpose is to optimize the conservation and value of the building.

• See our Asset Management Plan Service for Co-ownerships

• See our article: What Is the Difference Between the Contingency Fund and the Asset Management Plan?

Authorized professional orders (licensed professional associations)

Authorized professional orders are professionals authorized by Act 16 to conduct mandatory studies: Ordre des ingénieurs du Québec (OIQ), Ordre des architectes du Québec (OAQ), Ordre des technologues professionnels du Québec (OTPQ), Ordre des évaluateurs agréés du Québec (OEAQ).

• Discover Borée Professional Services (engineers)

🔠 B

Board of directors (condo board)

The board of directors is a group of 3 to 9 people elected by the co-owners' meeting to manage the day-to-day affairs of the syndicate. It is responsible for maintenance, finances, enforcement of by-laws, and legal compliance.

Building by-laws (house rules)

The building by-laws are the part of the declaration of co-ownership that establishes the rules of common living: use of private and common portions, restrictions, obligations of co-owners and occupants.

Building condition certificate (property condition assessment)

The building certificate is a detailed technical inspection report conducted by a qualified professional (engineer, architect, technologist). It assesses the physical condition of all building components.

• See our Building Condition Certificate Service for Co-ownerships

🔠 C

Civil Code of Québec (CCQ)

The Civil Code of Québec is the primary legal framework governing divided co-ownerships in Quebec. Articles 1038 to 1109 of the CCQ define the operation of the syndicate, the rights and obligations of co-owners, and management rules.

• See our toolkit: Obligations and Regulations for Co-ownerships in Quebec

• See our article: Avoid These 5 Mistakes in Co-ownership Management

Co-ownership building (condominium building)

A co-ownership building is a building divided among several owners, consisting of private portions (apartments, parking spaces) and common portions (structure, roof, corridors, collective equipment).

Co-ownership register (condo corporation records)

The co-ownership register is the set of documents that the syndicate must keep up to date and make accessible to co-owners: declaration of co-ownership, minutes, contracts, maintenance logbook, financial statements, etc.

Co-ownership syndicate (condo corporation)

The co-ownership syndicate is the legal person automatically formed upon creation of the divided co-ownership. It is responsible for building administration, fund management, and enforcement of laws and regulations.

Co-ownership unit (condo unit)

Co-ownership unit is the term often used to designate a fraction of co-ownership, comprising the private portion (apartment) and the corresponding share of common portions.

Common expenses (condo fees)

Common expenses are costs shared among all co-owners for the administration, maintenance, and conservation of the building. They are allocated according to the relative value of the fractions established in the declaration of co-ownership.

• See our article: How to Set Realistic Condo Fees?

Common portions (common elements)

Common portions are the parts of the building owned by all co-owners: structure, roof, foundations, corridors, elevators, mechanical systems, common outdoor spaces.

Common portions for restricted use (limited common elements)

Common portions for restricted use are common portions reserved for the exclusive use of certain co-owners (balconies, parking spaces, private gardens), but which remain common property.

Contingency fund (reserve fund)

The contingency fund is a separate mandatory bank account used exclusively to finance major repairs and replacement of common portions. It must represent at least 5% of annual common expenses.

• See our Act 16-compliant Contingency Fund Study Service

• See our article: Why Is Having a Contingency Fund Important?

• See our article: How Is the Contingency Fund Calculated?

• See our article: Contingency Fund Optimization: A Winning Strategy for Co-owners

Contingency fund study (reserve fund study)

The contingency fund study is a mandatory technical and financial analysis under Act 16. It is conducted by a qualified professional (and it's our specialty), who determines the amounts necessary to finance major repairs and replacements over 25 years.

• See our Act 16-compliant Contingency Fund Study Service

• See our article: What Is the Difference Between the Contingency Fund and the Asset Management Plan?

🔠 D

Declaration of co-ownership (condo declaration)

The declaration of co-ownership is a fundamental legal document composed of three parts: the constituting act (legal aspects), the building by-laws (living rules), and the descriptive statement of fractions (technical description). It is published in the land register.

Descriptive statement of fractions (condo plan)

The descriptive statement of fractions is the part of the declaration of co-ownership that precisely describes each private unit and the common portions, with supporting technical plans.

Divided co-ownership (condo corporation)

Divided co-ownership is a form of co-ownership where the building is divided into private portions (individually owned by co-owners) and common portions (shared among all). This is the standard model for condominiums in Quebec.

🔠 F

Fraction (condo unit)

The fraction is the portion of the co-ownership comprising a private portion and a share of the common portions. Each fraction has a relative value that determines voting rights and the allocation of expenses.

Forecast budget (projected budget)

The forecast budget is an annual financial document prepared by the board of directors. It details the expected revenues and expenses for the coming year, including contributions to common expenses and the contingency fund (reserve fund).

🔠 M

Maintenance logbook (building maintenance log)

The maintenance logbook is a mandatory document under Act 16 that lists all components of the building, their condition, their lifespan, past maintenance, and planning for future interventions. It must be updated annually and reviewed every 5 or 10 years depending on the size of the building.

• Download our free Excel Maintenance Logbook template

• See our Act 16-compliant Maintenance Logbook Service

• See our article: Excel or Digital Maintenance Logbook: Which to Choose?

• See our guide: Everything You Need to Know About the Maintenance Logbook

Major repair (capital repair)

A major repair is a significant and exceptional intervention on a substantial part of the building. It is financed by the contingency fund and differs from routine maintenance by its scope and rare frequency.

Minutes (meeting minutes)

Minutes are an official document that faithfully records discussions, decisions, and votes taken at co-owners' meetings or board of directors meetings.

🔠 P

Preventive maintenance (preventative maintenance)

Preventive maintenance consists of regular planned actions to keep building components in good condition and extend their lifespan. This includes inspections, cleaning, adjustments, and minor repairs. Preventive maintenance is the set of planned maintenance activities to prevent breakdowns and extend the lifespan of equipment and building components.

Private portions (private units)

Private portions are the parts of the building that belong exclusively to a co-owner: apartment, private parking (according to the declaration), private storage or locker.

Property manager (condo manager)

The property manager is a professional mandated by the board of directors to ensure the daily management of the co-ownership: finances, maintenance, supplier relations, work monitoring.

🔠 Q

Qualified majority (special majority)

Qualified majority is the voting threshold required for certain important decisions at co-owners' meetings. It can be simple (50% + 1), absolute (majority of registered votes), or reinforced (2/3 or 3/4 depending on the decision).

🔠 R

Reconstruction value (replacement cost)

Reconstruction value (Act 141) is the estimated cost to rebuild the building new under current conditions. It serves as the basis for determining insurance coverage and, under Act 16, as a temporary reference for calculating the contingency fund.

• See our Building Reconstruction Value Assessment Service

• See our expert article: Understanding Act 141 and Its Impacts on Co-ownerships in Quebec

Relative value of fractions (unit factor)

The relative value of fractions is the percentage assigned to each fraction in the declaration of co-ownership. It determines voting rights, allocation of common expenses, and share of common portions.

Reserve for studies (study fund)

The reserve for studies is a budgeted amount to finance mandatory professional studies (maintenance logbook, contingency fund) and technical expertise necessary for proper management.

🔠 S

Self-insurance fund (deductible fund)

The self-insurance fund is a financial reserve established to cover insurance deductibles and damages not covered by insurance policies. This is an obligation introduced by Act 141.

• See our guide: Understanding Act 141 and Its Impacts on Co-ownerships in Quebec

Share (ownership percentage)

The share is the percentage of ownership that each co-owner has in the common portions. It is determined according to the relative value of their fraction and is used as the basis for calculating common expenses and voting rights.

• See our article: How to Set Realistic Condo Fees?

Société d'habitation du Québec (SHQ - Quebec Housing Corporation)

The Société d'habitation du Québec is a government organization responsible for implementing housing policies in Quebec, including overseeing the implementation of Act 16.

Special assessment (special levy)

The special assessment is an exceptional financial contribution requested from co-owners to cover unforeseen expenses or when the contingency fund is insufficient. Under Act 16, it requires prior consultation with the meeting.

• See our guide: Understanding Act 16 and Its Impacts on Co-ownerships in Quebec

• See our article: How to Manage Condo Fee Increases?

🔠 U

Useful life (service life)

Useful life is the estimated period during which a building component can function normally before requiring replacement. It establishes the calculation basis for the contingency fund study.