Meetings, Votes & Records
What to Do If Your Condo Board Refuses a Record Request
Owners have a legislated right to request most corporation records. Refusals have to follow a specific process too.
Ontario's Condominium Act gives owners the right to examine or request copies of most corporation records, with specific exceptions. Individual owners' personal correspondence and active litigation files, for instance, are commonly excluded. The board must respond within a set period, either providing the records or giving a written refusal that cites a permitted reason.
A refusal isn't necessarily the end of the road. The reason given matters, and disputes over improper refusals are one of the areas the Condominium Authority Tribunal was specifically created to handle.
What to check first
- 1Submit your record request in writing, using the corporation's request form if one exists.
- 2Be specific about which records and time period you want.
- 3Note the response deadline that applies to your request.
- 4Read any refusal carefully for the specific reason given.
- 5Check whether the cited reason matches a recognized exemption.
- 6Ask for partial disclosure if only part of a record is exempt.
- 7Consider a CAT application if you believe the refusal is improper.
Common mistakes owners make
- Making a verbal request with no written record.
- Requesting records so broadly that it's easy to claim the request is unclear.
- Not checking whether the refusal actually cites a valid, specific exemption.
- Giving up after one refusal without confirming your options.
- Not calendaring the corporation's legislated response deadline.
Documents to gather
- Your written record request
- The corporation's response or refusal letter
- The corporation's request form, if used
- Any relevant bylaw on records access
- Your account or ownership confirmation
- Prior related correspondence
When to get a closer look
- The refusal doesn't cite a clear reason.
- You believe the exemption claimed doesn't actually apply.
- You're considering a CAT application.
- You need help drafting a more specific follow-up request.
Want a personal review of your situation?
Send the document and get a written read from Alexander Baraz on what it means and what your options are, before you pay, respond, or escalate.
Not ready yet? Start with the Free Notice Decoder.
Related reading
See how this plays out
Anonymized owner scenarios from a public Ontario condo-owner community group. Not client files.
Frequently asked questions
What records can I request as an owner?
Most corporation records are accessible, including financial statements, minutes, and governance documents, but the Act excludes specific categories such as individual owners' personal records and active litigation files.
How long does the corporation have to respond?
The Condominium Act sets a specific response window for record requests. Confirm the current timeline, since it's set out in legislation and regulation.
Can the board charge a fee for records?
Yes, reasonable copying and retrieval costs can typically be charged, within limits set by the Act's regulations.
What if only part of a record is exempt?
You can ask for the non-exempt portions to be disclosed with the exempt parts redacted, rather than accepting a full refusal.
Where do I dispute an improper refusal?
The Condominium Authority Tribunal handles records disputes specifically. See our CAT guide for how that process works.
Ready to understand your own situation?
Pick whichever way of reaching us feels natural. Starting is free, and the decision stays yours.
This page is plain-language educational information for Ontario condo owners. It is not legal advice, not an engineering inspection or opinion, and not a substitute for advice about your specific situation from a licensed professional. Condo Owner Advocate helps you understand your situation. You decide what to do.