How Is the Decision Book Kept? Legal Requirements

What Is the Decision Book?

The decision book is the official book in which the decisions taken by the board of unit owners are recorded. It is the basic document proving that a decision was actually taken, by what majority, and when. Without the decision book, saying "we took a decision this way" is legally weak; an unprovable decision may be treated as if it did not exist.

Is Notarization Required?

The decision book must be notarized (certified) before use. The validity of decisions written in an unnotarized book becomes disputable. For this reason, if a new decision book is to be used, notarization must be obtained first. This secures the legal force of decisions.

What Is Written in a Decision?

Elements that must be present in each decision record:

• Meeting date and location
• List of attending owners (and those represented)
• Agenda items discussed
• Decisions taken and by what majority
• Signatures of attendees

This information demonstrates both the content of the decision and its procedural compliance.

Why Is It So Important?

When a board decision is objected to and an annulment lawsuit is filed, the strongest evidence is the records in the decision book: the notice procedure, attendance, quorum. A properly kept book is the foundation for defending the decision. We covered the decision annulment process in our decision annulment article. We explained how the board convenes in our board meeting article.

Supporting with Digital Records

A notarized physical decision book is a legal requirement; however, recording decisions in a digital environment as well provides great convenience. Quick access, searching, and backup of past decisions are possible in a digital system. While the physical book remains as the official document, digital records ease daily management.

Common Mistakes

• Skipping notarization: Decisions in an unnotarized book are disputable.
• Incomplete record: If quorum and attendance are not written, the decision cannot be defended.
• Missing signatures: An unsigned decision record is weak.

This content is for informational purposes. Refer to current legislation and, if necessary, a legal advisor for decision book rules.