A co-owner may receive several documents during the year. They do not all serve the same purpose, and confusing them is the leading cause of misunderstanding a situation. Here is how to read them, in order.
The call for funds
The call for funds requests the payment of a sum. To be legible, it must identify:
- the co-ownership;
- the co-owner;
- the units;
- the period;
- the budget or decision on which it is based;
- the apportionment;
- the due date;
- the payment terms.
The payment
The payment is the amount you pay. To be recorded correctly, it must be matched to:
- the right co-owner;
- the right unit;
- the right call;
- the right co-ownership;
- the right date.
The balance
The balance is the difference at a given moment between what has been called and what has been paid. A debit balance may result from:
- an unpaid call;
- a partial payment;
- an adjustment;
- a specific expense;
- an allocation to be corrected;
- a payment received after the statement date.
A credit balance may result from:
- an overpayment;
- an advance;
- an adjustment;
- a credit note;
- a correction.
Current charges and earmarked funds
Not all sums serve the same purpose. Provisions for current charges and contributions earmarked for approved works belong to separate categories, which must remain distinguishable from one another in your situation.
The annual statement
The statement is the document that reconciles everything at the end of the financial year. It brings together:
- the expenses;
- the apportionment keys;
- the provisions;
- the payments;
- the adjustments.
To go further on reading a statement, see Understanding your co-ownership service-charge statement.
The apportionment keys
The same expense is not always apportioned in the same way. Depending on its nature, it may be apportioned according to:
- the shares or thousandths (millièmes);
- the equipment concerned;
- the building;
- the staircase;
- consumption;
- use;
- the category of unit.
Checking a specific question
To clarify a point, it is better to gather the documents before asking the question. Collect:
- the call;
- the statement;
- the proof of payment;
- the annual statement;
- the regulations;
- the relevant resolution;
- the bank date;
- the reference.
Key points
- distinguish call, payment, balance and statement;
- understand the apportionment keys;
- keep the evidence;
- formulate a precise question, backed by documents.