on Google
The building has decided to change management company and already has three proposals on the table. The prices are different, the services look similar and the general meeting has been called. Comparing condominium management quotes on the monthly price alone is the quickest route to a choice you will regret. A PDF with a price per unit says little about how the company works. The clarification session, a short meeting with each candidate before the general meeting, is where the difference becomes clear. In this guide we explain what to ask, how to compare the proposals and how the general meeting takes the decision.
In short
- The administrator is elected and dismissed by the general meeting, and the role can be held by an owner or by a third party.
- Compare proposals with the same scope: basic services, extras, meetings included and response times.
- At the clarification session, ask to see sample reports and the contract.
- Check that the bank account will be in the condominium’s name.
- Take a simple comparison table to the general meeting.
What the law says about choosing the administrator
The choice is always the general meeting’s:
«1. O administrador é eleito e exonerado pela assembleia. 2. Se a assembleia não eleger administrador, será este nomeado pelo tribunal a requerimento de qualquer dos condóminos.» — Civil Code, article 1435(1) and (2)
In plain English: the administrator is elected and dismissed by the general meeting; if the meeting does not elect one, a court appoints the administrator at the request of any owner.
The role can be paid and can be held by one of the owners or by a third party. Unless otherwise provided, the term of office is one year, renewable (art. 1435(4)). There are currently no specific rules for management companies: the draft that provides for a licence, a written contract and civil liability insurance is still being prepared, according to CNN Portugal. That is why the contract and the clarification session are the best guarantees a condominium has.
Why price is not enough
Two proposals with the same price per unit can be very different. One includes one general meeting a year and charges separately for extraordinary meetings, managing works and debt collection in court. Another includes all of that. One responds to emergencies within hours, the other within days. The first invoice is what reveals the difference, when it is already too late. So, before looking at the price, line up the three proposals against the same set of services.
| Question | Proposal A | Proposal B | Proposal C |
|---|---|---|---|
| Price per unit and what it includes | |||
| General meetings included (ordinary and extraordinary) | |||
| Meetings in person, hybrid or online | |||
| Managing works included or charged separately | |||
| Response time for emergencies | |||
| Reports to owners and how often | |||
| Bank account in the condominium’s name | |||
| Civil liability insurance and amount | |||
| Length of contract and exit conditions |
What to ask at the clarification session
Basic services and extras. Ask for the list of what is included and what is charged separately, with prices. Ask about extraordinary meetings, managing works, debt collection and visits to the building.
Contract. Ask for the draft before the general meeting. Look at the length, renewal, notice period and what happens to the documents at the end of the contract. The condominium should not be tied in by clauses that are hard to meet.
Emergencies. Ask how the company responds to a burst pipe or a stuck lift outside office hours, who answers and how quickly.
Accounts. Check that the bank account is in the condominium’s name, who operates it and how owners can follow its movements. See our guide to transparency in condominium accounts.
Communication. Ask how owners are kept informed and how often. Ask for a sample report.
Taking over the building. Ask what the company does in the first weeks: a survey of the accounts, contracts, debts and the condition of the common parts.
Test the company before hiring it
The clarification session is also a sample of the service. Notice how long the company takes to reply to emails, whether it keeps to the agreed time and whether it answers clearly or with generalities. A company that takes weeks to reply before it is hired is unlikely to be faster afterwards. Our guide to the mistakes when choosing a condominium company brings together other warning signs.
How the general meeting decides
- Put the election of the administrator and the approval of the contract on the agenda.
- Send owners the comparison table and the proposals with the notice of meeting.
- Invite the companies to present themselves at the meeting, if useful.
- Vote on the election and record the company’s name, price and term in the minutes.
- Agree a date for the previous management to hand over the documents.
Unless a special rule applies, decisions are taken by a majority of the votes representing the invested capital (art. 1432 of the Civil Code). See our guide to ordinary condominium meetings.
After the choice: the handover
The choice is only complete when the new management company receives everything it needs. The law ensures the building is not left without management during the change: the administrator stays in office until a successor is elected or appointed (art. 1435(5) of the Civil Code). But the transition must be prepared. At the clarification session, ask the new company how it handles this process and which documents it asks the previous management for.
The minimum list includes the minutes, the title deed and the regulations, the accounts and bank statements, the list of debts, the insurance policies, the supplier contracts and the history of works. Set a date for the handover in the minutes of the meeting. The better organised the files are, the sooner the new management company can get to work. If the files are only on paper, see why a paper condominium archive is a risk.
How Condoroo helps
Condoroo holds clarification sessions before the general meeting, in person or online, to present the proposal and answer owners’ questions. We manage more than 600 condominiums, including buildings with more than 300 units, with a team of more than 20 professionals. The bank account is in the condominium’s name. We have professional liability insurance of €500,000, have held the DECO seal for the third year in a row and plans start from €6.50 per unit per month.
Condominium management quotes: frequently asked questions
Who chooses the management company?
The general meeting of owners, which elects and dismisses the administrator (art. 1435(1) of the Civil Code).
How many quotes should I ask for?
The law does not set a number for choosing the administrator. Three comparable proposals allow a good decision. For extraordinary maintenance works or innovations, the law requires at least three quotes (art. 1436(2)).
What is a clarification session?
A short meeting with each candidate company, before the general meeting, to clarify services, prices, the contract and how it works.
For how long is the administrator elected?
Unless otherwise provided, for one year, renewable (art. 1435(4) of the Civil Code).
Is a written contract mandatory?
It is not currently required by law, but it is recommended. The draft regulation being prepared provides for a mandatory written contract.
What should I check about the bank account?
That it is in the condominium’s name and that owners can follow its movements.
This article is for information only. Legislation and websites checked on 26 October 2026.
