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Light bulbs that have been out for months, general meetings that end without decisions, accounts that nobody understands. When a building reaches this point, owners usually know something is wrong, but not where to start. A 30-minute free consultation with an experienced manager can help organise the problem and set out the next steps, whether or not the condominium changes management company. In this guide we explain how to prepare for the session to get the most out of it.
In short
- The session is for making a diagnosis and leaving with an action plan.
- Bring the latest minutes, the budget, the accounts and the current management company’s contract.
- Write down beforehand the three questions that matter most for the building.
- The session does not replace legal advice in contentious cases.
- It is free and with no obligation.
What a free consultation is for
Most condominium problems stem from three situations: a lack of transparency in the accounts, maintenance done only when something breaks and decisions taken without checking what the law allows. A short session with a manager who deals with these issues every day helps to separate what is urgent from what can wait and to understand which decisions belong to the general meeting.
At Condoroo, the session lasts 30 minutes and is held with one of our team managers. Our managers held more than 350 general meetings in the first quarter of 2026, so most situations people bring to us have already been seen in another building.
Signs that the building needs help
Not every problem justifies changing management company, but some signs deserve a conversation with someone who knows the sector:
- The accounts arrive late or incomplete. The budget and accounts must be approved at the ordinary general meeting, held in the first half of January (art. 1431(1) of the Civil Code).
- There is no common reserve fund, or nobody knows its balance. The fund is mandatory and amounts to at least 10% of each owner’s share of the expenses (art. 4 of Decree-Law 268/94).
- Owners’ debts keep growing without any move to go to court.
- Breakdowns keep happening and nobody knows when the last inspection was.
- General meetings end without decisions or with contested resolutions.
If you recognise two or more of these signs, bring them to the session. They are the starting point for the diagnosis.
Which documents to bring
Thirty minutes go by quickly when nobody has brought the latest minutes. The more documentation there is, the more specific the diagnosis will be.
| Document | What it is for in the session |
|---|---|
| Latest minutes of the general meeting | See what was decided and whether the minutes meet the requirements |
| Approved annual budget | Understand contributions, reserve fund and fixed costs |
| Latest accounts | Check balances and owners’ debts |
| Contract with the management company | See the term, notice period and services included |
| Building insurance policy | Check the fire insurance and the sum insured |
| Photographs of the problem | Assess leaks, cracks or breakdowns |
| Condominium regulations | See the rules on using the common parts |
If you do not have access to any of these documents, that in itself is useful information. The administrator has a duty to keep the condominium’s documents and make them available (art. 1436 of the Civil Code). See what you can ask for in our guide to transparency in condominium accounts.
Which questions to prepare
Write down beforehand the three questions that weigh most on the building. Some examples:
- Was last year’s general meeting valid if there was no quorum at the first call?
- How do we collect the contributions of an owner who has not paid for a year?
- How many quotes are needed to approve the roof works?
- Does the contract with the current management company allow us to leave in the middle of the year?
- Does the building’s insurance cover the leak coming from the roof?
With specific questions, the manager can give a specific answer. With vague questions, the session stays at the level of generalities.
What the law says about the condominium's decisions
Many doubts can be resolved with the basic rules of horizontal property. The general meeting elects and dismisses the administrator:
«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.
For extraordinary maintenance works or innovations, the administrator must present at least three quotes from different sources (art. 1436(2)). And the minutes only take effect once they have been approved (art. 1(3) of Decree-Law 268/94). Knowing these rules before the next general meeting avoids decisions that could later be challenged. See the deadlines for challenging a decision.
What the session does not do
A free consultation does not replace a lawyer. If the condominium already has a case in court, a challenge under way or a dispute with a supplier, the session helps organise the information, but the legal strategy should be set by a lawyer. Nor is it an audit of the accounts: the manager can point out warning signs, but does not certify another management company’s accounts.
Suppliers and quotes
One of the most common questions is where to find reliable suppliers. We work with a network of more than 1,600 suppliers and can share contacts for the problem you bring, at no cost to the condominium. The final choice always belongs to the general meeting or to the administrator in office. See how we handle construction management.
After the session
At the end, you should leave with three things: a list of what is urgent, the decisions that need a general meeting and the documents that are missing. If you are thinking of changing management company, the clarification session is the next step to compare proposals. See also the mistakes to avoid when choosing a condominium company.
How to book
- Fill in the building’s basic details on the Condoroo website.
- Once you receive the proposal, choose a time for the 30-minute session.
- If possible, send the documents before the session.
How Condoroo helps
Condoroo manages more than 600 condominiums, including buildings with more than 300 units, with a team of more than 20 professionals. We have professional liability insurance of €500,000, have held the DECO seal for the third year in a row and were recognised in the Five Star Regions Awards 2026, in the district of Lisbon, in the Condominium Management category. The bank account is in the condominium’s name. To get the most out of the conversation, bring the condominium regulations, the maintenance contracts in force and the latest minutes: these are the documents that show what needs to be done first. The aim is for you to leave with a clear action plan that you can share with your neighbours before the general meeting.
Free consultation: frequently asked questions
Does the free consultation commit me to hiring Condoroo?
No. The session is free and with no obligation.
How long does the session last?
30 minutes.
Who can ask for the session?
Any owner or administrator of a building under horizontal property.
Which documents should I bring?
The latest minutes, the budget, the accounts, the management company’s contract, the insurance policy and photographs of the problem.
Does the session replace a lawyer?
No. In cases already in court, the legal strategy should be set by a lawyer.
Who decides on works and the choice of suppliers?
The general meeting of owners or the administrator in office, depending on the type of expense.
This article is for information only. Legislation and websites checked on 26 October 2026.
