How Is the Apartment Decision Book Kept and Certified?

Every decision taken in the apartment should not remain verbal but should be turned into an official document. That document is the decision book. Without a decision book, the proof and legal validity of the decisions taken become problematic. In this guide we explain what the apartment decision book is, how it is kept and where it is certified, from a practical and legal perspective.

What is a decision book?

A decision book is the official book in which the decisions taken at the assembly of unit owners are recorded. The subjects discussed at the meeting, the decisions taken, the voting results and the signatures of those attending are entered in this book. The decision book is the apartment's "memory" and the legal basis of the decisions taken. When a dispute arises later, the answer to "was such a decision taken?" is in this book.

Why must the decision book be certified?

For the decision book to have legal validity, it must be certified by a notary. Decisions written in an uncertified book remain weak in terms of probative force and their validity becomes disputable. Notary certification ensures that the pages of the book are sealed and numbered in advance; adding or altering pages afterwards is thus prevented. This guarantees the reliability of the decisions.

How is the book certified?

The decision book is certified as follows: an empty decision book (bound, pages numbered) is taken to a notary. The notary seals the pages, gives them serial numbers and certifies them. This certification must be done before the first use of the book. When the pages of the book are filled, a new book is certified in the same way and used. The certification process is simple and low-cost but is essential for legal validity.

What should be written in a decision entry?

Each decision entry should contain the following information:

• Date and place: The date and place of the meeting.
• Attendance: The owners attending the meeting and the represented land share.
• Agenda: The subjects discussed.
• Decisions: The decisions taken, in clear and open terms.
• Voting results: For votes and against votes for each decision.
• Signatures: Signatures of those attending.

The importance of the decision book

The decision book is critical in many respects. In dues collection, the assembly decision is an important document; in objection and litigation processes it is the basis of the decisions; and when the manager changes, it provides a record of past decisions. Finalised assembly decisions also bind the apartment and all owners. For this reason, keeping the decision book orderly, complete and certified protects both the management and the owners.

Digital records and the decision book

Today, many managements also record decisions in digital form. Digital recording provides quick access to decisions and orderly archiving. However, a digital record does not replace the notary-certified physical decision book; it complements it. Decisions must be entered both in the certified book and, if desired, archived digitally. This dual approach provides both legal validity and practical accessibility.

Summary

The decision book is the official book in which the decisions of the assembly of unit owners are recorded and is the legal basis of those decisions. For legal validity, it must be certified by a notary before its first use; the notary seals and numbers the pages. Each entry must contain the date, attendance, agenda, decisions, voting results and signatures. Digital records complement, but do not replace, the certified book.

Orderly recording and digital archiving of decisions provide great convenience for management. Apt Yönet records and archives assembly decisions digitally, providing the management with a quickly accessible and orderly decision record that complements the certified book.

---

Frequently Asked Questions

Must the decision book be certified?

For legal validity and probative force, the decision book must be certified by a notary before its first use.

Where is the decision book certified?

By a notary. The notary seals, numbers and certifies the pages of the book.

What is written in a decision entry?

Date, place, attendance, agenda, decisions taken, voting results and the signatures of those attending are written.

Does a digital record replace the decision book?

No. A digital record complements the certified physical book; the certified book is essential for legal validity.

---

This content is for general information only and does not constitute legal advice. You are advised to consult a legal expert about your specific situation.