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The condominium documents required by Portuguese law are, in essence: the minutes of the general meetings, each year’s budget and accounts, the constituting deed and the regulations, proof of fire insurance, the reserve fund account and the statements of debt requested by owners. The administrator keeps them, and must preserve them and show them to the owners. Below we explain each one, with the legal rule and the deadline.
In short
- The administrator must keep and maintain all the condominium’s documents (article 1436 of the Civil Code).
- Decisions only take effect once the minutes are approved, even without every signature.
- Minutes that set the charges and payment dates are an enforceable title against owners who do not pay.
- The common reserve fund is at least 10% of each owner’s contribution.
- The statement of debts for selling a unit must be issued within 10 days and presented at the deed.
- For extraordinary works, the administrator usually presents three quotes.
Which condominium documents are compulsory?
Article 1436 of the Civil Code makes the administrator responsible for keeping and maintaining all documents relating to the condominium. In practice, the minimum archive includes:
| Document | What it is for | Legal basis |
|---|---|---|
| Constituting deed of the horizontal property | Identifies the units and sets each one’s permillage | Art. 1418 Civil Code |
| Condominium regulations | Rules on use and upkeep of the common parts (compulsory with more than four owners) | Art. 1429-A Civil Code |
| Minutes of general meetings | Record decisions; without approved minutes, decisions have no effect | Art. 1 DL 268/94 |
| Annual budget and accounts | Approved at the meeting in the first half of January | Arts. 1431 and 1436 Civil Code |
| Fire insurance policy | Compulsory cover for units and common parts, updated every year | Art. 1429 Civil Code; art. 5 DL 268/94 |
| Reserve fund records | At least 10% of each owner’s contribution, held in a bank | Art. 4 DL 268/94 |
| Approved plans and constitution documents | Certified copies, kept by the administrator | Art. 2 DL 268/94 |
| Notices from the authorities | Must be kept and shared with the owners | Art. 2 DL 268/94 |
The condominium regulations deserve particular attention, because they set the day-to-day rules of the building.
Minutes: the most important document
Minutes are not a formality. Decree-Law 268/94, as amended by Law 8/2022, states that decisions only take effect once the minutes are approved:
«3 — A eficácia das deliberações depende da aprovação da respetiva ata, independentemente da mesma se encontrar assinada pelos condóminos.» — Decree-Law 268/94, article 1(3) (republished by Law 8/2022)
In plain English: what counts is that the minutes were approved, not that everyone signed them.
Digital and email signatures
Minutes can be signed with a qualified electronic signature or by hand on a scanned document. An email in which an owner states that they agree with the minutes they received also counts as signing (article 1(6) and (7) of Decree-Law 268/94).
Minutes as an enforceable title
Minutes that set the amount of the charges and the payment dates serve as an enforceable title against owners who do not pay (article 6 of Decree-Law 268/94). They should therefore state each unit’s annual contribution and the due dates. See our guide to debts to the condominium.
Who can see the minutes
The administrator must keep the minutes and allow owners, and third parties with rights over the units, to consult them (article 1(5) of Decree-Law 268/94). Good minutes prevent arguments years later: they should identify who was present or represented, each person’s permillage, the proposals voted on and the result of each vote. See how to write meeting minutes step by step.
Budget and annual accounts
The administrator prepares the budget and presents the accounts to the general meeting (article 1436(b) and (l)). The meeting takes place in the first half of January to approve the previous year’s accounts and the budget for the year. It can be held in the first quarter if the regulations allow it or the meeting approves it by majority (article 1431 of the Civil Code).
In practice, the accounts should allow any owner to understand three things: how much came in (service charges and other income), how much went out and on what (cleaning, electricity, lift, insurance and works invoices), and how much is owed per unit. Keep the invoices and bank statements behind every line: they prove the accounts if anyone disputes them.
Insurance and the reserve fund
Fire insurance is compulsory for the units and the common parts (article 1429 of the Civil Code), and so is its annual update (article 5 of Decree-Law 268/94). The administrator must check the insurance is in place and propose the insured amount to the meeting (article 1436(c)). Our article on collective condominium insurance explains the options.
The common reserve fund is compulsory and pays for maintenance works:
«2 — Cada condómino contribui para esse fundo com uma quantia correspondente a, pelo menos, 10 % da sua quota-parte nas restantes despesas do condomínio.» — Decree-Law 268/94, article 4(2)
The archive should include the statements of the account where the fund is held, to show that the money exists and has not been spent on day-to-day costs.
Works and lawsuits: documents the administrator must share
Besides the routine archive, some documents arise from specific situations, and the law requires them to be shared with the owners:
- Quotes for works. When the meeting is to decide on extraordinary maintenance or improvements, the administrator must present at least three quotes from different suppliers, unless the regulations or the meeting provide otherwise (article 1436(2) of the Civil Code). These quotes and the contract with the chosen company should stay in the archive.
- Court papers and notices. The administrator must tell the owners, in writing or by email, whenever the condominium is served in court, arbitration, payment order, administrative offence or administrative proceedings (article 1436(1)(o)).
- Case updates. Owners must be updated on those proceedings at least every six months (article 1436(1)(p)), unless they are confidential.
An administrator who fails in these duties is liable for the omission (article 1436(3)). If the archive is disorganised or incomplete, it is a good reason to discuss how to ensure better condominium management at the meeting. An archive that nobody can find is the same as having no archive.
Statements for selling a unit
An owner selling a unit asks the administrator for a statement of the charges in force and any debts on the unit. The administrator issues it within 10 days, and it must be presented at the deed (article 1424-A of the Civil Code). After the sale, the seller must inform the administrator by registered post within 15 days, with the new owner’s name and tax number (article 3(3) of Decree-Law 268/94). See the full list of documents to sell your home.
Condominium archive checklist
- Constituting deed and current regulations.
- All minutes, numbered, with the signatures or email approvals attached.
- Approved budget and accounts for each year, with invoices and bank statements.
- Fire insurance policy and receipt for the latest update.
- Statements of the reserve fund account.
- Contact details and tax number of each owner (article 3(2) of Decree-Law 268/94).
- Quotes and contracts for works.
- Notices from the authorities and information on lawsuits.
- Statements of debt issued.
How Condoroo helps
Condoroo manages more than 600 condominiums, including buildings with more than 300 units, with a team of more than 20 professionals. Every building’s bank account is in the condominium’s name, we send hundreds of letters a month, each one with tracking, and our plans start at €6.50 per unit per month. When we take over a building, we check the archive against this list so the owners know what is there and what is missing.
Condominium documents: frequently asked questions
Who keeps the condominium documents?
The administrator. They must keep and maintain all the condominium’s documents (article 1436 of the Civil Code) and allow owners to consult the minutes (article 1(5) of Decree-Law 268/94).
Can an owner ask to see the minutes?
Yes. The administrator must allow owners, and third parties with rights over the units, to consult them.
Do the minutes have to be signed by everyone to be valid?
No. Decisions take effect once the minutes are approved, even if not everyone has signed (article 1(3) of Decree-Law 268/94).
Are condominium regulations compulsory?
Yes, where there are more than four owners and the regulations are not part of the constituting deed (article 1429-A of the Civil Code).
How quickly must the administrator issue a statement of debts?
Within 10 days of the request (article 1436(q) and article 1424-A of the Civil Code).
Must the administrator tell owners about lawsuits?
Yes. Owners must be told in writing or by email when the condominium is served, and updated at least every six months (article 1436(1)(o) and (p)).
This article is for information only and does not replace legal advice on your specific case. Legislation checked on 26 October 2026.
