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Building management document templates

Convening a general assembly properly, keeping complete minutes and giving written notice of a late payment are all paperwork tasks — and in all three, a flawed form leaves the door open to a later challenge. These samples come out of Flatmine’s own document engine: replace the bracketed fields with your own details and use them as they are. Everything here is free, needs no sign-up and is ready in ten languages. Further down you will also find each country’s own official source of legislation.

Assembly convocation notice
Summons owners to the meeting in proper form: agenda, venue, time, attendance and voting instructions.
Meeting minutes (with roll call)
Records the whole meeting: attendance/roll-call sheet, quorum calculation, agenda items and outcomes.
Resolution minutes
Minutes showing one agenda item’s decision, the vote tally and the basis on which quorum was met.
Payment notice / late warning
Written notice for overdue service charges or rent: period, principal, late fee and delivery details.
Residential lease agreement (sample)
Parties, term, rent, deposit and special terms; a fill-in-the-blanks sample contract.
Commercial / mall lease agreement (sample)
Commercial sample with base + turnover rent, minimum guarantee, common charges (CAM) and turnover reporting.
Rent increase notice (sample)
Written rent increase notice with index/rate basis and effective date.
Handover protocol (sample)
Move-in/move-out protocol with meter readings, key counts and condition report.
80 documents
DocumentLanguageFormatSizeAddedDownload
Assembly convocation noticeEnglishPDF19 KBDownload
Meeting minutes (with roll call)EnglishPDF136 KBDownload
Resolution minutesEnglishPDF135 KBDownload
Payment notice / late warningEnglishPDF20 KBDownload
Residential lease agreement (sample)EnglishPDF22 KBDownload
Commercial / mall lease agreement (sample)EnglishPDF22 KBDownload
Rent increase notice (sample)EnglishPDF20 KBDownload
Handover protocol (sample)EnglishPDF21 KBDownload
Assembly convocation noticeTürkçePDF20 KBDownload
Assembly convocation noticeDeutschPDF20 KBDownload
Assembly convocation noticeRomânăPDF19 KBDownload
Assembly convocation noticePortuguêsPDF19 KBDownload
Assembly convocation noticeEspañolPDF19 KBDownload
Assembly convocation noticeShqipPDF19 KBDownload
Assembly convocation noticeItalianoPDF19 KBDownload
Assembly convocation noticeFrançaisPDF19 KBDownload
Assembly convocation noticeالعربيةPDF35 KBDownload
Meeting minutes (with roll call)TürkçePDF137 KBDownload
Meeting minutes (with roll call)DeutschPDF136 KBDownload
Meeting minutes (with roll call)RomânăPDF136 KBDownload
Meeting minutes (with roll call)PortuguêsPDF136 KBDownload
Meeting minutes (with roll call)EspañolPDF136 KBDownload
Meeting minutes (with roll call)ShqipPDF136 KBDownload
Meeting minutes (with roll call)ItalianoPDF135 KBDownload
Meeting minutes (with roll call)FrançaisPDF136 KBDownload
Meeting minutes (with roll call)العربيةPDF157 KBDownload
Resolution minutesTürkçePDF136 KBDownload
Resolution minutesDeutschPDF136 KBDownload
Resolution minutesRomânăPDF135 KBDownload
Resolution minutesPortuguêsPDF135 KBDownload
Resolution minutesEspañolPDF136 KBDownload
Resolution minutesShqipPDF135 KBDownload
Resolution minutesItalianoPDF135 KBDownload
Resolution minutesFrançaisPDF136 KBDownload
Resolution minutesالعربيةPDF153 KBDownload
Payment notice / late warningTürkçePDF20 KBDownload
Payment notice / late warningDeutschPDF20 KBDownload
Payment notice / late warningRomânăPDF20 KBDownload
Payment notice / late warningPortuguêsPDF20 KBDownload
Payment notice / late warningEspañolPDF20 KBDownload
Payment notice / late warningShqipPDF19 KBDownload
Payment notice / late warningItalianoPDF19 KBDownload
Payment notice / late warningFrançaisPDF19 KBDownload
Payment notice / late warningالعربيةPDF35 KBDownload
Residential lease agreement (sample)TürkçePDF22 KBDownload
Residential lease agreement (sample)DeutschPDF23 KBDownload
Residential lease agreement (sample)RomânăPDF22 KBDownload
Residential lease agreement (sample)PortuguêsPDF22 KBDownload
Residential lease agreement (sample)EspañolPDF22 KBDownload
Residential lease agreement (sample)ShqipPDF22 KBDownload
Residential lease agreement (sample)ItalianoPDF21 KBDownload
Residential lease agreement (sample)FrançaisPDF22 KBDownload
Residential lease agreement (sample)العربيةPDF47 KBDownload
Commercial / mall lease agreement (sample)TürkçePDF24 KBDownload
Commercial / mall lease agreement (sample)DeutschPDF24 KBDownload
Commercial / mall lease agreement (sample)RomânăPDF23 KBDownload
Commercial / mall lease agreement (sample)PortuguêsPDF23 KBDownload
Commercial / mall lease agreement (sample)EspañolPDF23 KBDownload
Commercial / mall lease agreement (sample)ShqipPDF23 KBDownload
Commercial / mall lease agreement (sample)ItalianoPDF22 KBDownload
Commercial / mall lease agreement (sample)FrançaisPDF23 KBDownload
Commercial / mall lease agreement (sample)العربيةPDF50 KBDownload
Rent increase notice (sample)TürkçePDF21 KBDownload
Rent increase notice (sample)DeutschPDF20 KBDownload
Rent increase notice (sample)RomânăPDF20 KBDownload
Rent increase notice (sample)PortuguêsPDF20 KBDownload
Rent increase notice (sample)EspañolPDF20 KBDownload
Rent increase notice (sample)ShqipPDF20 KBDownload
Rent increase notice (sample)ItalianoPDF19 KBDownload
Rent increase notice (sample)FrançaisPDF20 KBDownload
Rent increase notice (sample)العربيةPDF37 KBDownload
Handover protocol (sample)TürkçePDF21 KBDownload
Handover protocol (sample)DeutschPDF21 KBDownload
Handover protocol (sample)RomânăPDF20 KBDownload
Handover protocol (sample)PortuguêsPDF21 KBDownload
Handover protocol (sample)EspañolPDF20 KBDownload
Handover protocol (sample)ShqipPDF20 KBDownload
Handover protocol (sample)ItalianoPDF20 KBDownload
Handover protocol (sample)FrançaisPDF21 KBDownload
Handover protocol (sample)العربيةPDF41 KBDownload

Official sources

The documents above are samples; the binding text is always your country’s official publication. The bodies that publish the relevant legislation, and their addresses, are listed below.

  • Commonhold and Leasehold Reform Act 2002Body: legislation.gov.uk — The National Archiveshttps://www.legislation.gov.uk/ukpga/2002/15/contentsRetrieved:
  • Companies Act 2006 — Part 13 general meetings (s. 307 notice, s. 324 proxies)Body: legislation.gov.uk — The National Archiveshttps://www.legislation.gov.uk/ukpga/2006/46/contentsRetrieved:
  • Commonhold Regulations 2004 (SI 2004/1829) — model articles of associationBody: legislation.gov.uk — The National Archiveshttps://www.legislation.gov.uk/uksi/2004/1829/contents/madeRetrieved:
  • Landlord and Tenant Act 1985 — s. 20 consultation on works and contractsBody: legislation.gov.uk — The National Archiveshttps://www.legislation.gov.uk/ukpga/1985/70/contentsRetrieved:
  • Housing Act 1988Body: legislation.gov.uk — The National Archiveshttps://www.legislation.gov.uk/ukpga/1988/50/contentsRetrieved:
  • Kat Mülkiyeti Kanunu (Kanun no. 634)Body: Mevzuat Bilgi Sistemi — T.C. Cumhurbaşkanlığıhttps://www.mevzuat.gov.tr/mevzuatmetin/1.5.634.pdfRetrieved: · Archive copy (PDF)
  • Ley 49/1960, de 21 de julio, sobre propiedad horizontalBody: Boletín Oficial del Estado (BOE)https://www.boe.es/buscar/pdf/1960/BOE-A-1960-10906-consolidado.pdfRetrieved: · Archive copy (PDF)
  • Guide du syndic bénévole — les clés pour bien gérer sa copropriétéBody: Anah — Agence nationale de l’habitathttps://www.anah.gouv.fr/sites/default/files/2023-07/2205_guideSyndicBenevole_WEBA.pdfRetrieved:
  • Convocation de l’assemblée générale des copropriétairesBody: Service-Public.fr — DILAhttps://www.service-public.gouv.fr/particuliers/vosdroits/F2615Retrieved:
  • Déroulement d’une assemblée générale des copropriétaires — représentation, vote des décisionsBody: Service-Public.fr — DILAhttps://www.service-public.gouv.fr/particuliers/vosdroits/F2619Retrieved:
  • Loi n° 65-557 du 10 juillet 1965 fixant le statut de la copropriété des immeubles bâtisBody: Légifrance — DILAhttps://www.legifrance.gouv.fr/loda/id/JORFTEXT000000880200Retrieved:
  • Codice Civile, Libro III, Titolo VII, Capo II — Del condominio negli edificiBody: Normattiva — Istituto Poligrafico e Zecca dello Statohttps://www.normattiva.it/uri-res/N2Ls?urn:nir:stato:regio.decreto:1942-03-16;262Retrieved:
  • Disposizioni per l’attuazione del Codice Civile (R.D. 318/1942), artt. 61–72 — condominioBody: Normattiva — Istituto Poligrafico e Zecca dello Statohttps://www.normattiva.it/uri-res/N2Ls?urn:nir:stato:regio.decreto:1942-03-30;318Retrieved:
  • Condomínios / Propriedade horizontal — Código Civil, artigos 1414.º a 1438.º-ABody: Portal da Habitação — IHRUhttps://www.portaldahabitacao.pt/condominios-propriedade-horizontalRetrieved:
  • Decreto-Lei n.º 268/94, de 25 de outubro — propriedade horizontal, fundo comum de reservaBody: Diário da República Eletrónico (DRE)https://data.dre.pt/eli/dec-lei/268/1994/10/25/p/dre/pt/htmlRetrieved:
  • Código Civil (DL n.º 47344/66) — artigos 1430.º a 1432.º, assembleia de condóminosBody: Procuradoria-Geral Regional de Lisboa (PGDL)https://www.pgdlisboa.pt/leis/lei_mostra_articulado.php?artigo_id=775A1430&nid=775&tabela=leisRetrieved:
  • Legea nr. 196/2018 privind înființarea, organizarea și funcționarea asociațiilor de proprietariBody: Portal Legislativ — Ministerul Justițieihttps://legislatie.just.ro/Public/DetaliiDocument/203233Retrieved:
  • Ligj nr. 10112, datë 9.4.2009 — Për administrimin e bashkëpronësisë në ndërtesat e banimitBody: Qendra e Botimeve Zyrtare (QBZ)https://qbz.gov.al/eli/ligj/2009/03/09/10112Retrieved:
  • نظام ملكية الوحدات العقارية وفرزها وإدارتهاBody: الهيئة العامة للعقار (REGA)https://rega.gov.saRetrieved:
  • 6098 sayılı Türk Borçlar Kanunu — Kira sözleşmesi hükümleri (m. 299 vd.)Body: Mevzuat Bilgi Sistemi — T.C. Cumhurbaşkanlığıhttps://www.mevzuat.gov.tr/mevzuatmetin/1.5.6098.pdfRetrieved:
  • Bürgerliches Gesetzbuch (BGB) §§ 535 ff. — MietvertragBody: Gesetze im Internet — Bundesamt für Justizhttps://www.gesetze-im-internet.de/bgb/Retrieved:
  • Loi n° 89-462 du 6 juillet 1989 tendant à améliorer les rapports locatifsBody: Légifrance — DILAhttps://www.legifrance.gouv.fr/loda/id/JORFTEXT000000509310Retrieved:
  • Legge 9 dicembre 1998, n. 431 — Disciplina delle locazioni di immobili ad uso abitativoBody: Normattiva — Istituto Poligrafico e Zecca dello Statohttps://www.normattiva.it/uri-res/N2Ls?urn:nir:stato:legge:1998-12-09;431Retrieved:
  • Ley 29/1994, de 24 de noviembre, de Arrendamientos UrbanosBody: Boletín Oficial del Estado (BOE)https://www.boe.es/buscar/pdf/1994/BOE-A-1994-26003-consolidado.pdfRetrieved:
  • Lei n.º 6/2006 — Novo Regime do Arrendamento Urbano (NRAU)Body: Diário da República Eletrónico (DRE)https://diariodarepublica.ptRetrieved:
  • Codul civil (Legea nr. 287/2009) — Contractul de locațiune, art. 1777 și urm.Body: Portal Legislativ — Ministerul Justițieihttps://legislatie.just.roRetrieved:
  • Kodi Civil i Republikës së Shqipërisë (Ligji nr. 7850/1994) — QirajaBody: Qendra e Botimeve Zyrtare (QBZ)https://qbz.gov.alRetrieved:
  • قانون رقم (26) لسنة 2007 بشأن تنظيم العلاقة بين مؤجري ومستأجري العقارات في إمارة دبيBody: دائرة الأراضي والأملاك في دبيhttps://dubailand.gov.aeRetrieved:
  • قانون رقم (6) لسنة 2019 بشأن ملكية العقارات المشتركة في إمارة دبيBody: دائرة الأراضي والأملاك في دبيhttps://dubailand.gov.aeRetrieved:

Disclaimer

These documents are provided for information and as examples only; they are not legal advice and do not replace any official text. Flatmine is not a law firm. No liability is accepted for any consequence of their use. For actual use you will get a more accurate result by going to the official source yourself and downloading the current version: legislation changes, and the sample here reflects the position on the date it was added.