Life in an apartment building almost inevitably comes with questions about maintenance fees, funds, repairs, debts, contracts and decisions made on behalf of all owners. In Bucharest, where many residential buildings have dozens or even hundreds of apartments, the relationship between owners, the building administrator, the president of the owners’ association and the executive committee can become complicated when information is unclear or documents are not made available.

An owner is not just the person who pays the monthly maintenance bill. They have the right to know how the amounts displayed on the notice board are calculated, what contracts the association has, what works are being carried out, how the repair fund and working capital fund are used and who is responsible for administrative decisions. The main legal basis is Law no. 196/2018 on the establishment, organization and functioning of owners’ associations and the administration of condominiums, the act that regulates the rights and obligations of owners, the association, the president, the executive committee and the administrator.

What rights you have as an owner in the owners’ association

The most important right is the right to information. Law no. 196/2018 provides that owners in a condominium have the right to be informed about all aspects concerning the activity of the owners’ association. This means that an owner may ask for explanations, request documents and verify how common expenses are managed.

This right is not a favor granted by the administrator or by the president of the association. It is a legal right. The administrator manages documents and funds on behalf of the association, and the association exists to manage the common property. Therefore, owners must be able to verify the information that directly affects their payment obligations and the way the building is maintained.

The law also states that owners may submit a written request and receive copies of any document belonging to the association. The copying costs are paid by the owner requesting the copies, but the association cannot turn this cost into an abusive obstacle. In practice, the request should be made in writing, with a date, registration number or proof of transmission, so that the owner can later prove that the documents were requested.

What documents you can request from the administrator or the association

An owner may request documents related to the activity of the owners’ association. Among the most important are the monthly payment lists, explanations regarding the calculation of maintenance fees, the status of the repair fund, the status of the working capital fund, contracts concluded by the association with suppliers, documents regarding approved works, general assembly decisions, executive committee decisions and reports issued by the censor or the censors’ committee.

The owner may also request information about the income and expenditure budget, the invoices behind the payment lists, and the way expenses are distributed: by number of persons, by individual consumption, by indivisible share or by beneficiaries. These categories of expenses are provided for by Law no. 196/2018 and are essential for understanding the monthly maintenance bill.

An important document is also the technical book of the building, where it exists and is managed by the association or can be made available under the law. For an owner in Bucharest, the technical book can be useful especially in older buildings, where questions often arise about the structure of the building, installations, previous interventions, rehabilitation or repair works.

How to legally request the documents

The safest option is a written request. The request may be submitted at the headquarters of the association, sent by email if the association uses an official email address, or sent by post with confirmation of receipt. The request should clearly mention the owner’s name, the apartment, the documents requested and the period to which they refer.

The wording should be simple. For example: “I request, pursuant to Law no. 196/2018, copies of the documents that served as the basis for calculating the payment list for month X” or “I request the status of the repair fund and the decision of the general assembly approving its amount.” The clearer the request, the harder it is to reject it on the grounds that it is not clear what is being requested.

It is important for the owner to keep proof of the request. If the documents are not made available, proof of the request becomes useful for an internal complaint to the president, the executive committee or the censor, and later, if necessary, for a complaint to the specialized department of the local city hall or for legal action in court.

What must be displayed on the building notice board

The notice board is not just a place where the maintenance list is posted. The law states that the owners’ association must place a notice board in a visible location, where documents are displayed in accordance with the legal provisions. For owners, the notice board is one of the main official sources of information.

Usually, the monthly list of payment shares, notices convening the general assembly, decisions or minutes that must be brought to the attention of owners, decisions of the executive committee and other relevant information must be displayed on the notice board. The law also provides that the president of the association has duties regarding the display of the list of the association’s contracts with public utility providers, with the administrator and with the association’s employed or contracted staff.

The notice board must also display the details of the institutions with inspection and control powers to which irregularities can be reported regarding the activity of the association’s governing bodies, the administrator or the association members. This information is important for owners who do not know where to go next when a problem is not solved within the association.

How to challenge the maintenance bill

If an owner believes that the maintenance amount is incorrect, they have the right to request explanations regarding the calculation of their contribution to the association’s expenses. Law no. 196/2018 also provides the possibility to challenge the calculation in writing, within 10 days from the posting of the payment list.

The challenge must be specific. It is not enough to say that the maintenance fee is “too high.” It is more effective to ask for explanations regarding a specific item on the list: water, heating, electricity for common areas, elevator, sanitation, repair fund, working capital fund, penalties or other expenses. The owner may request the documents on which the calculation was based, including invoices, meter readings, summaries or general assembly decisions, depending on the case.

The president of the association is required to respond in writing to written complaints and challenges submitted by owners within a maximum of 10 days from receiving them. If there is no response or if the response does not clarify the issue, the owner may go further to the executive committee, the censor or the censors’ committee.

The administrator is not the “boss of the building”

One of the most common misconceptions is the idea that the administrator decides alone what happens in the building. In reality, the administrator is a service provider for the owners’ association. They have important responsibilities, but they cannot replace the general assembly, the executive committee or the president.

According to Law no. 196/2018, the administrator manages the building, proposes and supervises maintenance works, organizes and manages single-entry accounting and cashier activities, manages the association’s material goods and funds and monitors contracts with suppliers. These duties must be performed in accordance with the law, the decisions of the general assembly, the condominium regulations and the administration contract.

Important decisions, such as approving funds, works, investments, internal rules or replacing the administrator, belong to the association’s structures and to the owners’ vote, under the conditions provided by law. For this reason, owners should not treat the administrator as the only authority in the building, but should also follow the activity of the president, the executive committee and the censor.

When you can contact the local city hall

In Bucharest, the sector city halls have departments or services that deal with owners’ associations. These structures can provide guidance and can verify certain aspects regarding the organization and functioning of associations. For example, Sector 6 City Hall explains that this department can check association documents regarding their organization and functioning and may propose sanctions when the people managing the associations fail to fulfill their duties or exceed their powers.

However, the city hall does not solve every conflict inside a building. In general, it is recommended that the owner first address the president of the association in writing, then the executive committee and the censor or the censors’ committee. Only if the issue is not solved does a complaint to the city hall carry more weight, because the owner can show that they first tried to follow the internal procedure.

It is important to know that the city hall cannot decide instead of the general assembly how the building should be managed and cannot replace the court when there is a legal dispute. For conflicts regarding contested amounts, damages, decisions considered unlawful or repeated refusal to provide access to documents, court may become the final option.

What to do if the administrator refuses to provide documents

If the administrator refuses to provide documents or unjustifiably delays the response, the first step is to submit the request in writing and keep proof. If the request was made verbally, it is difficult to prove later what was requested and when. The written request must be clear, mentioning the requested documents and the period concerned.

The second step is to notify the president of the association. The president signs the association’s documents, monitors the implementation of decisions and responds in writing to owners’ complaints. If the issue concerns the administrator’s activity, the president and the executive committee should treat it as a matter related to the functioning of the association.

If this stage does not solve the situation either, the owner may contact the censor or the censors’ committee. The role of the censor is especially important when the problem concerns financial and accounting management, funds, invoices, receipts, registers or the way expenses are justified.

What documents are worth checking before major works

When major works are being discussed in the building, such as roof repairs, replacement of installations, elevator modernization, basement repairs, installation of access systems or rehabilitation of common areas, owners should request the documents before the decision produces significant financial effects.

Useful documents include the decision of the general assembly, the offers received, the cost estimate, the contract with the selected company, the way costs are distributed, the status of the repair fund and the estimated work schedule. The administrator has responsibilities regarding the proposal and supervision of works, but decisions must comply with the legal framework and the decisions of the association.

For expensive works, transparency is essential. Owners have the right to know why a certain company was chosen, what amounts are to be paid, how the money is collected and what guarantees exist. Lack of information can create conflicts, and conflicts become harder to solve after the money has already been collected or contracts have been signed.

What you should remember

As an apartment owner in Bucharest, you have the right to be informed, to receive explanations about maintenance fees, to request copies of the association’s documents and to challenge in writing the calculation of payment shares within the legal deadline. These rights do not depend on the administrator’s goodwill, but are provided by Law no. 196/2018.

The safest way to protect your rights is to communicate in writing, keep proof, request clear documents and follow the internal steps: administrator, president, executive committee, censor or censors’ committee. If the issue is not solved, you can go further to the specialized department of the sector city hall or, in serious cases, to court.

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The relationship with the building administrator does not have to be tense, but it must be transparent. When owners know what they can request, what documents should exist and who is responsible for decisions, the administration of the building becomes easier to follow, and abuses or mistakes can be corrected more quickly.