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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.
Building rules
The written rules of a building: use of common parts, sharing of expenses, protection of the building’s appearance and how the management works. Adopted by a resolution of the owners.
Register of manager appointments
Chronological register of the manager taking office and leaving it, including the reference of the court order where a change comes from a judgment.
Year-end statement
The year’s income and expenses, the distribution key of each expense item, the share of each unit and the state of the maintenance reserve.
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.
110 documents
DocumentLanguageFormatSizeAddedDownload
Assembly convocation noticeEnglishPDF24 KBDownload
Meeting minutes (with roll call)EnglishPDF142 KBDownload
Resolution minutesEnglishPDF141 KBDownload
Building rulesEnglishPDF25 KBDownload
Register of manager appointmentsEnglishPDF25 KBDownload
Year-end statementEnglishPDF27 KBDownload
Payment notice / late warningEnglishPDF25 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 noticeTürkçePDF25 KBDownload
Assembly convocation noticeDeutschPDF26 KBDownload
Assembly convocation noticeRomânăPDF24 KBDownload
Assembly convocation noticePortuguêsPDF25 KBDownload
Assembly convocation noticeEspañolPDF25 KBDownload
Assembly convocation noticeShqipPDF24 KBDownload
Assembly convocation noticeItalianoPDF24 KBDownload
Assembly convocation noticeFrançaisPDF24 KBDownload
Assembly convocation noticeالعربيةPDF42 KBDownload
Meeting minutes (with roll call)TürkçePDF142 KBDownload
Meeting minutes (with roll call)DeutschPDF142 KBDownload
Meeting minutes (with roll call)RomânăPDF141 KBDownload
Meeting minutes (with roll call)PortuguêsPDF141 KBDownload
Meeting minutes (with roll call)EspañolPDF141 KBDownload
Meeting minutes (with roll call)ShqipPDF142 KBDownload
Meeting minutes (with roll call)ItalianoPDF141 KBDownload
Meeting minutes (with roll call)FrançaisPDF141 KBDownload
Meeting minutes (with roll call)العربيةPDF164 KBDownload
Resolution minutesTürkçePDF142 KBDownload
Resolution minutesDeutschPDF142 KBDownload
Resolution minutesRomânăPDF142 KBDownload
Resolution minutesPortuguêsPDF141 KBDownload
Resolution minutesEspañolPDF141 KBDownload
Resolution minutesShqipPDF141 KBDownload
Resolution minutesItalianoPDF140 KBDownload
Resolution minutesFrançaisPDF141 KBDownload
Resolution minutesالعربيةPDF160 KBDownload
Building rulesTürkçePDF25 KBDownload
Building rulesDeutschPDF25 KBDownload
Building rulesRomânăPDF25 KBDownload
Building rulesPortuguêsPDF25 KBDownload
Building rulesEspañolPDF26 KBDownload
Building rulesShqipPDF25 KBDownload
Building rulesItalianoPDF25 KBDownload
Building rulesFrançaisPDF26 KBDownload
Building rulesالعربيةPDF46 KBDownload
Register of manager appointmentsTürkçePDF25 KBDownload
Register of manager appointmentsDeutschPDF25 KBDownload
Register of manager appointmentsRomânăPDF24 KBDownload
Register of manager appointmentsPortuguêsPDF25 KBDownload
Register of manager appointmentsEspañolPDF25 KBDownload
Register of manager appointmentsShqipPDF24 KBDownload
Register of manager appointmentsItalianoPDF24 KBDownload
Register of manager appointmentsFrançaisPDF25 KBDownload
Register of manager appointmentsالعربيةPDF40 KBDownload
Year-end statementTürkçePDF27 KBDownload
Year-end statementDeutschPDF28 KBDownload
Year-end statementRomânăPDF28 KBDownload
Year-end statementPortuguêsPDF27 KBDownload
Year-end statementEspañolPDF27 KBDownload
Year-end statementShqipPDF27 KBDownload
Year-end statementItalianoPDF28 KBDownload
Year-end statementFrançaisPDF28 KBDownload
Year-end statementالعربيةPDF45 KBDownload
Payment notice / late warningTürkçePDF26 KBDownload
Payment notice / late warningDeutschPDF25 KBDownload
Payment notice / late warningRomânăPDF26 KBDownload
Payment notice / late warningPortuguêsPDF26 KBDownload
Payment notice / late warningEspañolPDF26 KBDownload
Payment notice / late warningShqipPDF25 KBDownload
Payment notice / late warningItalianoPDF24 KBDownload
Payment notice / late warningFrançaisPDF25 KBDownload
Payment notice / late warningالعربيةPDF42 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)
  • Décret n° 67-223 du 17 mars 1967 - art. 9 (convocation de l’assemblée générale, délai de 21 jours)Body: Légifrance - DILAhttps://www.legifrance.gouv.fr/loda/id/LEGITEXT000006061423Retrieved:
  • 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:
  • Décret n° 67-223 du 17 mars 1967 - application de la loi n° 65-557 (convocation, procès-verbal)Body: Légifrance - DILAhttps://www.legifrance.gouv.fr/loda/id/JORFTEXT000000305770Retrieved:
  • 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:
  • Legge 9 gennaio 1991, n. 10, art. 26 - risparmio energetico, maggioranze condominialiBody: Normattiva - Istituto Poligrafico e Zecca dello Statohttps://www.normattiva.it/uri-res/N2Ls?urn:nir:stato:legge:1991-01-09;10~art26Retrieved:
  • 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. 55/2025, datë 3.7.2025 - Për administrimin e bashkëpronësisë në ndërtesaBody: qeverisjavendore.gov.alhttps://qeverisjavendore.gov.al/wp-content/uploads/2025/08/ligj-2025-07-03-55.pdfRetrieved:
  • نظام ملكية الوحدات العقارية وفرزها وإدارتهاBody: الهيئة العامة للعقار (REGA)https://rega.gov.saRetrieved:
  • Wohnungseigentumsgesetz (WEG) - Gesetz über das Wohnungseigentum und das DauerwohnrechtBody: Gesetze im Internet - Bundesamt für Justizhttps://www.gesetze-im-internet.de/woeigg/Retrieved:
  • Einkommensteuergesetz (EStG) § 35a - Steuerermäßigung bei Aufwendungen für haushaltsnahe Beschäftigungsverhältnisse, haushaltsnahe Dienstleistungen und HandwerkerleistungenBody: Gesetze im Internet - Bundesamt für Justizhttps://www.gesetze-im-internet.de/estg/__35a.htmlRetrieved:
  • BMF-Schreiben vom 09.11.2016 (BStBl I S. 1213) - Steuerermäßigung bei Aufwendungen für haushaltsnahe Beschäftigungsverhältnisse und für die Inanspruchnahme haushaltsnaher Dienstleistungen (§ 35a EStG)Body: Bundesministerium der Finanzen - Amtliches Einkommensteuer-Handbuchhttps://esth.bundesfinanzministerium.de/esth/2025/B-Anhaenge/Anhang-27b/II/inhalt.htmlRetrieved:
  • Lei nº 4.591, de 16 de dezembro de 1964 - Dispõe sôbre o condomínio em edificações e as incorporações imobiliáriasBody: Presidência da Repúblicahttps://www.planalto.gov.br/ccivil_03/leis/l4591.htmRetrieved:
  • Código Civil (Lei nº 10.406, de 10 de janeiro de 2002) - artigos 1.331 a 1.358, Do Condomínio EdilícioBody: Presidência da Repúblicahttps://www.planalto.gov.br/ccivil_03/leis/2002/l10406compilada.htmRetrieved:
  • Lei nº 14.309, de 8 de março de 2022 - reuniões e deliberações virtuais e sessão permanente das assembleias condominiaisBody: Presidência da Repúblicahttps://www.planalto.gov.br/ccivil_03/_ato2019-2022/2022/lei/l14309.htmRetrieved:
  • 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.