What Books to Keep in Apartment Management?

In apartment management, it is necessary to keep certain ledgers and records for regular tracking of income and expenses, recording of decisions made, and transparent execution of management processes. These records both keep apartment owners informed and help prevent disputes that may occur during the management process.

So, what ledgers should be kept in apartment management? What is an apartment decision book and business book for? In what cases is notarization necessary? In this article, we consider the basic notebooks used in apartment management and the points that should be paid attention to

What Books and Records Should Be Present in Apartment Management?

the top of the most important records in apartment management is the decision book. In addition, the business book or similar financial records can be used to track income and expenses.

The notebooks and records that stand out in apartment management are:

• Decision book: It is the book in which the decisions of the board of owners of the floor are recorded.

• Business book and financial records: Helps keep track of the income and expenses of the apartment.

• Business project: Shows the estimated income and expenses of the apartment, the share of expenses that fall to the owners of the floors and the advance amounts.

Regular keeping of these records contributes to a more planned and transparent execution of apartment management.

What is an apartment decision book, how to keep it?

apartment decision book is the official book in which decisions made at meetings of the board of apartment owners are written. It provides for the recording of decisions made in apartment management and, if necessary, referring to past decisions.

According to the Condominium Law, decisions of the board of owners of floors must be written in a notebook, each page of which is notarized with a seal and the pages are numbered.

When keeping a decision book, attention should be paid to the following points:

• Decisions taken at the meeting must be written in full.

• The date and number information of decisions should be followed regularly.

• If those who do not agree with the decision have grounds for opposition, they must be registered.

• The notebook must be stored in a safe place and protected from access by unauthorized persons.

A regularly kept decision book helps to easily review past decisions in apartment management and make the management process more transparent.

What is an apartment management book?

The apartment business ledger is a financial record tool used to keep track of the income and expenses of the apartment. Tax collections, maintenance and repair expenses, cleaning costs and expenses related to common areas can be tracked through these records

Regular recording of income and expenses makes it easier to assess the financial condition of the apartment. It also helps to make information to floor owners more understandable and consistent

Article 36 of the Law on Condominium provides for the administrator to write the expenses and other records specified in the law in the decision book in date order and keep the relevant documents. The use of a separate business book does not eliminate the need to fulfill these obligations

What are the differences between a decision book and a business book?

The decision book and the business book serve different purposes. The business ledger or similar financial records help keep track of the income and expenses of the apartment building while recording the decisions of the board of floor owners.

The main differences between them are as follows:

• Decision book: Used for meeting resolutions, decision dates and related records.

• Business ledger: Allows the tracking of financial movements such as dues income, collections and common expenses.

• Purpose of use: The decision book helps to keep track of management decisions and the financial records of the apartment building.

Regular keeping of both types of records favors a more controlled execution of apartment management.

When is the notarization of the apartment decision book made?

apartment decision book must be certified by taking it to the notary before it can be used. According to article 32 of the Law on Condominium, the pages of the ledger must be numbered, and each page must be certified by a notary seal.

In addition, in accordance with article 36 of the same Law, the ledger must be notarized within one month from the end of each calendar year. For this reason, it is important that managers also follow the year-end closing confirmation

Do I Need Notary Approval for an Apartment Business Register?

In the Law on Condominium, there is no provision for a clear notarization for a separate business book, as in the decision book. Therefore, the obligation to notarize the decision book should not be considered in the direct same way as for the separate business book

However, the obligation of the manager to keep the records specified in the law and to keep the relevant documents remains. Depending on the nature of the records used and other regulatory obligations, if any, an assessment may be required

What is a Business Project?

The business project is a financial plan that shows the estimated income and expenses of the apartment, the share of expenses that fall on the owners of the floors, and the amount of advance payments to be paid.

If there is no business project approved according to article 37 of the Law on Condominium, the manager draws up a temporary project. The project must be approved in the board of owners of the floor no later than three months

How to Transfer Notebooks When the Administrator Changes

the apartment manager changes, it is necessary to regularly hand over the ledgers and records related to the management to the new manager. Thus, interruptions in the management process and problems with access to historical information can be avoided.

During the transfer, it is especially useful to check the following records:

• Apartment decision book

• Records of income and expenses

• Fees and collection information

• Business project

Other records and documents related to the management process

Recording the transfer process helps to carry out the process more safely from the point of view of both the old and the new manager.

What to do if the apartment decision book is lost

In the event that the apartment decision book is lost or becomes unusable, the necessary actions must be carried out without delay. First of all, it is necessary to determine how the incident occurred and the relevant authorities should be consulted according to the nature of the situation.

is also important to preserve them if there are other records or copies of previously made decisions. Support can be obtained from a notary or legal expert if necessary for the proper preparation of the new book and the transfer of existing records in a legal form.

Keeping Regular Records Facilitates Apartment Management

Regular recording of decisions, income and expenses in apartment management facilitates tracking of financial situation, access to historical information and accurate information of floor owners. Keeping records up to date also helps to avoid any confusion that may occur in the management process

With Biyos, you can track your fees, collections and expenses in apartment and site management more regularly and easily access your financial records. Thanks to the Decision Book panel, you can save decision title, decision number and date information, add images of relevant decision book pages to the system.

With Biyos, you can carry out your management processes in a more orderly and controlled way.