Condo Board Meeting Records: What Owners Can Ask For

A condo owner hears a familiar answer:

“The board already discussed it.”

“The board approved it.”

“The minutes are not ready.”

“That is confidential.”

“We do not have to give you that.”

Sometimes the answer is correct. Sometimes it is not.

In Ontario, condo owners have rights to request many condominium corporation records. But the right is not unlimited. Owners can usually ask for records. They cannot always force the board or manager to give personal explanations, private legal advice, draft documents, or confidential material.

This article explains what owners should know before asking for condo board meeting records and related documents.

Quick Summary

The strongest records request is clear, narrow, and tied to an actual document.

The Steps in Order

1. Choose the document. Name the record that holds the answer, such as the approved minutes of one meeting or the current budget. Sections 2 to 4 and 11 below help you choose.
2. Word the request. Give the record, the date or date range and the subject. Ask for records, not explanations. The copy-ready examples in section 12 have fields to fill in.
3. Use the form. Complete the CAO Request for Records form and deliver it by a method the Regulation allows: mail, courier or the corporation's mailbox, or by email or fax if the board has said it accepts requests that way.
4. Save the proof. Keep the completed form, the proof of delivery and a note of the date the 30-day response period ends.
5. Check the response. Compare the board's response with your request, record by record. Section 14 explains what to do after records arrive, when a fee is requested, when records are redacted or refused, and when there is no answer.

1. Start With the Right Question

Do not start with: “Explain why the board did this.”

Start with: “Please provide the record showing the board decision.”

That difference matters.

A condo corporation may not have to debate every decision with every owner. But if a decision was made, there may be records connected to that decision.

For example, instead of asking: “Why did the board approve this contractor?”

Ask: “Please provide the approved board meeting minutes where the contractor decision was made.”

Instead of asking: “Why are the fees going up?”

Ask: “Please provide the budget, financial statements, reserve fund information, and minutes related to approval of the budget.”

Instead of asking: “Why did management say owners voted for this?”

Ask: “Please provide the owners’ meeting minutes and voting results for that meeting, if available.”

Records are stronger than arguments.

2. Board Meeting Minutes Are Usually the Starting Point

Board meeting minutes are often the most important records an owner can request.

They may show:

• what meeting happened;
• when the meeting happened;
• what decisions were made;
• what motions were passed;
• what major financial or repair issues were considered;
• whether a matter was approved, deferred, or rejected.

Minutes are not supposed to be a word-for-word transcript. They usually do not record every comment or every argument.

But they should record the corporation’s business in a meaningful way.

If the board approved a major repair, contract, budget decision, legal step, rule enforcement action, or owner charge, the minutes may be the first place to look.

The practical question is simple: Where is the record of the decision?

3. Ask for Approved Minutes, Not Draft Minutes

Owners should usually ask for approved minutes.

Draft minutes are often treated differently because they may not yet be confirmed as the corporation’s official record.

So instead of asking for “all notes, drafts, emails, and discussions,” ask for:

• approved board meeting minutes for a specific date;
• approved owners’ meeting minutes for a specific meeting;
• approved AGM minutes;
• approved minutes where a specific decision was made.

This makes the request cleaner.

A broad request for everything connected to a topic may create delay, cost, refusal, or redactions.

A narrow request for approved minutes is harder to dismiss.

4. Owners Can Ask for More Than Minutes

Meeting minutes are important, but they are not the only records owners may need.

Depending on the issue, owners may ask for:

• declaration;
• by-laws;
• rules;
• budgets;
• audited financial statements;
• auditor’s reports;
• reserve fund studies;
• reserve fund plans;
• contracts;
• insurance information;
• owners’ meeting minutes;
• board meeting minutes;
• periodic information certificates;
• status certificate materials;
• records showing voting results, where available;
• records related to specific corporation decisions.

The point is not to ask for everything.

The point is to ask for the records that match the issue.

If the issue is financial, ask for financial records.

If the issue is a vote, ask for meeting and voting records.

If the issue is a repair, ask for minutes, contracts, engineering reports, invoices, or reserve fund documents, depending on what exists.

If the issue is a rule enforcement charge, ask for the rule, decision record, account ledger, invoice, and legal authority.

5. Use the CAO Request for Records Form

In Ontario, owners should normally use the CAO Request for Records form.

This matters because an informal email may be ignored, misunderstood, or treated as a general question.

A proper records request should identify:

• who is requesting the record;
• the unit;
• the records requested;
• whether the owner wants copies or examination;
• preferred delivery method;
• your signature and an address for the response.

You do not have to state a purpose, but the request must relate solely to your interests as an owner, purchaser or mortgagee of a unit. Keep the request specific.

Bad request: “Send me all records about the building.”

Better request: “Please provide the approved board meeting minutes for meetings held between January 1, 2026 and March 31, 2026 where the garage repair project was discussed or approved.”

Bad request: “Explain all legal fees.”

Better request: “Please provide the approved board meeting minutes where legal counsel was authorized for this matter and the unit ledger showing how any legal cost was added to my account.”

Specific beats emotional.

6. The Board Must Respond

The corporation must respond to a proper records request using the Board’s Response to Request for Records form.

The general response deadline is 30 days.

The response should tell the requester whether the corporation will provide the records, provide access, charge a fee, refuse the request, or redact material.

If the corporation refuses or redacts records, it should not hide behind vague wording.

Owners should look for:

• what record is being refused;
• what reason is given;
• whether the reason refers to the Act or regulations;
• whether a redacted copy is possible;
• whether a fee is being charged;
• whether the timeline makes sense.

If the response is vague, ask for clarification in writing.

7. Core Records and Non-Core Records Are Different

Not all records are handled the same way.

Some records are considered core records. These are generally basic corporation records that owners should be able to obtain more easily.

Other records are non-core records and may involve more time, review, fees, or redactions.

This difference matters because owners often become frustrated when one record is provided quickly and another takes longer.

That does not automatically mean the corporation is hiding something.

But the corporation should still follow the proper process.

Owners should not need to guess whether a record exists, whether it is core or non-core, whether there is a fee, or why access is being limited.

8. Some Records Can Be Refused or Redacted

A records request is not unlimited.

A corporation may refuse or redact certain records in some situations.

This can include records involving:

• privacy of other owners or residents;
• employees;
• litigation;
• legal advice;
• insurance investigations;
• certain confidential matters;
• information that the Act or regulations protect from disclosure.

That does not mean every uncomfortable record is confidential.

If the corporation refuses a record, the owner should ask:

• What exact record is being refused?
• What legal reason is being relied on?
• Is only part of the record confidential?
• Can a redacted version be provided?
• Is the refusal based on privacy, litigation, legal advice, or another ground?
• Is the refusal explained in the Board’s Response form?

The word “confidential” should not be used as a wall.

It should be explained.

9. Do Not Ask for “All Emails”

Many owners ask for all emails because they want to know what really happened.

That is understandable.

But it is often not the strongest first move.

Emails may include private information, legal advice, employee issues, draft discussions, or material that may be refused or heavily redacted.

A request for all emails about a topic can become broad, expensive, slow, and easy to fight.

Start with formal records first:

• approved minutes;
• contracts;
• invoices;
• reports;
• financial statements;
• account ledgers;
• meeting notices;
• voting records;
• board resolutions, if available.

If those records do not answer the question, then decide whether a more targeted request is needed.

Do not start with the widest possible demand.

Start with the cleanest records.

10. Records Are Not the Same as Proof That the Board Was Right

A record can show what the board did.

It does not always prove the board made a good decision.

For example, minutes may show that the board approved a contract. That does not automatically prove the contract was wise.

Minutes may show that the board discussed a repair. That does not prove the repair plan was adequate.

Financial statements may show the corporation’s numbers. That does not prove the reserve fund is healthy.

A record is a starting point.

Owners still need to read it critically.

Ask:

• Does the record actually support what owners were told?
• Is the decision clearly recorded?
• Are key numbers missing?
• Are major issues discussed only vaguely?
• Are important documents referenced but not attached?
• Is the timing consistent with notices and owner communications?

Records do not think for you. They give you the material to think properly.

11. What to Ask For in Common Situations

Match your records request to the issue. Each situation calls for different documents.

Board decision

Approved board meeting minutes where the decision was made, any related owner notice, any related contract, report, or invoice

Repair project

Approved board minutes discussing the repair, engineering report (if one exists), contractor contract, major invoices, reserve fund study or plan if the repair affects reserve funding

Fee increase

Current and prior year budgets, audited financial statements, reserve fund plan, approved board minutes where the budget was approved, any notice sent to owners

Vote

Notice of meeting, agenda, proxy form, owners' meeting minutes, voting results or scrutineer report (if available), candidate information (if it was an election)

Charge to your unit account

Unit ledger, invoice, incident report (if any), board minutes or decision record authorizing the charge, declaration/by-law/rule/Act provision relied on, any legal invoice if legal fees are included

Legal letter

The letter itself, the amount being charged, the authority for adding the cost to the unit account, the ledger entry, any order, settlement, or decision relied on

Do not ask for everything at once if you do not need everything. Ask for the records that match the problem.

12. A Simple Records Request Template

Here is a practical wording owners can adapt:

I am requesting access to corporation records under section 55 of the Condominium Act, 1998.

Please provide the following records:

1. Approved board meeting minutes for [date range] where [specific issue] was discussed or approved.
2. Any approved owners’ meeting minutes related to [specific issue].
3. Any notice, report, invoice, contract, ledger, or voting record directly related to [specific issue], if kept by the corporation.

Please respond using the required Board’s Response to Request for Records form.

If any record is refused or redacted, please identify the record, the reason for refusal or redaction, and whether a redacted version can be provided.

Thank you.

This is not aggressive. It is specific.

Specific requests are harder to ignore.

Copy-ready examples with fields to fill in

Replace each bracketed field, delete the lines that do not apply, and paste the wording into the records field of the CAO form. If you want a copy by email, say so on the form. Plain text is enough.

A board decision

The budget, financial statements and funding plan

The current budget, the most recent approved financial statements and auditor's report, and the current funding plan are core records. Statements for earlier years are generally non-core.

The reserve fund study

A meeting and its vote

Parts of ballots and proxy forms that identify specific units or owners may be withheld under the Regulation.

A charge on your unit account

Records about your own unit and your own account are available to you even though records about specific units or owners are generally excluded.

If your request is about money, these guides explain what the records show: reading financial statements, the reserve fund study, why fees increase, special assessments and chargebacks.

13. Red Flags in Records Responses

Owners should pay attention if:

• the corporation does not respond within the required time;
• the response does not use the proper form;
• the refusal is vague;
• the same record is delayed repeatedly;
• minutes are missing for important decisions;
• financial records are hard to obtain;
• the board says something was approved but no minutes show it;
• fees are demanded without a clear explanation;
• the corporation refuses to say what section it relies on;
• records are heavily redacted without explanation;
• management treats a normal records request as misconduct.

One weak response may be a mistake.

A pattern of weak responses is different.

If the records process becomes confusing, preserve every request, response, date, fee estimate, refusal, and follow-up email.

14. After the Response: What to Do Next

Two clocks run in a records request, and they are different. The board has 30 days from receiving your request to send its Board's Response form (O. Reg. 48/01, section 13.3 (6)). Delivery of the records follows its own timing, which depends on the record, the format and, where a fee applies, on you returning the completed response with payment. Core records are generally due sooner than non-core records. Sections 13.4 to 13.7 of the Regulation set the periods for each case. As a rule of thumb, the most recent approved minutes (within the last 12 months), the current budget, the latest approved financial statements, the latest auditor's report and the current funding plan are core records. The reserve fund study is generally not.

The CAT may order a corporation to pay a penalty to the requester, up to $5,000, if it finds the corporation refused a records request without reasonable excuse. The Tribunal decides whether to order one, and it is not automatic. Read the CAO steps for records requests and the CAO guide to filing a CAT case before relying on any time limit, because the rules are detailed and a deadline can pass quickly. This describes the process in general terms. It is not legal advice about your situation. For a refusal, a deadline close to expiry or a lien notice, speak to a licensed Ontario lawyer or paralegal.

Final Thought

Condo records are not paperwork. They are how owners see what the corporation actually did.

If a board says it approved something, there should usually be a record.

If management says a vote happened, there should usually be a meeting record.

If the corporation says money was spent, there should usually be financial records.

If an owner is charged for something, there should usually be a ledger, invoice, and authority for the charge.

The key is not to ask angry questions.

The key is to ask for the right records.

Be specific. Use the proper form. Watch the response deadline. Ask for the legal basis if records are refused or redacted.

A careful records request can turn a vague story into documents.

And documents are where serious condo questions usually begin.

Need Help Understanding Condo Records or a Board Response?

If you received a records response, meeting package, board notice, legal letter, lien warning, or another condo document you do not fully understand, do not guess.

You can describe what is going on for free and get direction on what the issue appears to be.

If the situation involves several documents, a disputed vote, records refusal, legal letter, chargeback, or lien risk, you can also review the paid options for closer document analysis.

Not legal advice, legal representation, or an engineering opinion.