With the implementation of Bill 16 in August 2025, the maintenance log has become an essential document for all condominiums in Quebec.
More than just a tracking tool, it is now a legal requirement and plays a key role in the long-term preservation and management of condominium buildings.
To clarify what this means in practice, here are the most frequently asked questions about the maintenance log and its new requirements.
Is it mandatory to have a maintenance log?
Article 1039 of the Civil Code of Québec requires condominium syndicates to ensure the preservation, maintenance, and administration of common areas.
Although the maintenance log is not explicitly mentioned in that article, it now becomes the legal instrument through which the syndicate fulfills these obligations.
With the adoption of the Bill 16 implementation regulation (Decree 991-2025) — in effect since August 14, 2025 — all divided co-ownerships must have a standardized maintenance log within three years (by August 14, 2028) to comply with the new legal requirements.
Is it mandatory to have the maintenance log prepared by a professional?
Yes. The regulation specifies that the maintenance log must be prepared and signed by a qualified professional — an engineer, architect, professional technologist (T.P.), or chartered appraiser — and must be independent, meaning they cannot be a director, co-owner, or building manager.
Building inspectors may assist with field inspections, but only under the supervision of an authorized professional.
Since when do these obligations apply, and what is the transition period?
- The implementation regulation has been in force since August 14, 2025.
- Condominiums have until August 14, 2028, to comply with the requirements regarding both the maintenance log and the reserve fund study.
- Maintenance logs (and reserve fund studies) completed between August 14, 2023, and August 14, 2025, may be recognized as valid if they meet all requirements — meaning they are prepared by an authorized professional and comply with the regulation’s standards.
Why is the maintenance log important?
The maintenance log serves as a central management document that helps the syndicate:
• Record the history of past maintenance work, repairs, and replacements;
• Plan regular maintenance activities (frequency and schedule);
• Establish a 25-year forecast for major repairs and replacements;
• Archive supporting documents such as contracts, warranties, reports, and manuals.
This document is a pillar of proactive management, ensuring that maintenance work is not neglected, that costs are anticipated, and that co-owners and buyers have full transparency about the building’s condition.
What are the risks of not having a compliant maintenance log?
- Neglected preventive maintenance
Without a structured plan, essential maintenance tasks may be overlooked, leading to premature deterioration of building components. - Unexpected high costs
The maintenance log helps identify long-term needs and spread costs over time; without it, the condominium risks sudden, major expenses. - Negative impact on property value
A poorly maintained condominium — or one lacking proper documentation — is seen as risky, reducing property value. - Difficulties in selling or obtaining insurance
Buyers now demand reliable documentation, and the absence of a compliant maintenance log can delay or complicate transactions.
Moreover, insurers and lenders may require additional guarantees.
Additionally, starting August 14, 2025, the syndicate’s mandatory certificate must include information from the maintenance log, the reserve fund, and planned work.
In summary
The maintenance log is no longer just a recommended tool — it is now a legal requirement under Bill 16.
Syndicates must prepare early to meet deadlines and ensure sustainable, transparent property management.
