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- Report to the manager of the owners' associationFor leaks in the common parts, broken lighting, a lift out of service, mess, or persistent breaches of the house rules. The difference between a grumble and a report is that a report is dated and describes the problem specifically — since when, where exactly, and what damage it is causing. The manager's duty to act starts running from its receipt, not from the first complaint on the stairs.
- Commercial leaseFor a shop, a studio, a warehouse or an office. What sets it apart from a residential lease is purpose: the premises are taken for a particular activity, the permits for that activity are the tenant's, and any improvements the tenant makes have to be agreed in advance — otherwise they stay with the property and are not paid for. The contract settles all three separately.
- Notice to terminate a tenancyThe written notice by which a landlord or a tenant brings a tenancy to an end. It works from either side — you state which of the two you are. The notice period is the one in your own agreement; the termination date runs from service, not from signature. Deliver it in a way that lets you prove when it was received.
- Minutes of a general meeting of the owners' associationDecisions of a general meeting can only be proved by the minutes, and minutes with no quorum, no announced agenda or no recorded votes are successfully challenged. So each of those is a separate field here. The Condominium Management Act sets requirements for both the calling of the meeting and the content of the minutes — check them before the meeting, because afterwards they cannot be put right.
- Annex to a rental agreementWhen the rent, the term or the occupants change, the lease is not signed again — an annex is signed instead. It names the agreement it amends, states exactly what changes and from which date, and confirms that the remaining clauses stay in force. Without such a document the change rests on nothing but what the parties say it was, and paying a different amount does not prove an agreement to it.
- Proxy for a general meeting of the owners' associationAn owner who cannot attend is represented by a proxy — but only on a written authority, which is attached to the minutes. Limit the powers if you do not want the proxy voting as they see fit: there is a separate field here for the items on which you are instructing them how to vote. A proxy that does not identify the meeting, or does not state the share of the common parts, is the one most often challenged.
- Demand to the tenant for unpaid rentA written demand is the step before everything else. It lists the unpaid periods one by one, gives a deadline and a means of payment, and states what follows if nothing is paid. It matters later too: without it a landlord asserts that the tenant was in default but cannot show when the tenant was told so.
- Residential tenancy agreementThe full tenancy agreement between private individuals: what is let, for how long, at what rent, who pays the utilities and how it is brought to an end. The deposit is tied to a handover record, which is the one thing that later settles an argument about whose it is. The agreement provides for a record both on moving in and on moving out.
- Request to convene a general meeting of the owners' associationWhen the manager does not call a meeting, the owners can ask for one in writing. The request has to carry the signatures of enough owners and to set out a ready agenda — a meeting cannot decide on items that were not announced. If the manager does not call the meeting in time, those who asked for it may call it themselves.
- Receipt for a returned depositThe document that closes a tenancy. The receipt shows the deposit that was paid, the sums withheld and the ground for each, and states expressly whether any claims remain. If a landlord withholds part of a deposit without setting that out, the argument afterwards is conducted with no record from either side.
- Rent receiptRent paid in cash without a receipt cannot be proved. The receipt certifies which period was paid for, how much of it was rent and how much utilities, and that the obligations for that period are discharged. It is issued by the landlord on taking the money and kept by the tenant.
- Property handover recordThe document that decides whose the deposit is. It records the readings of every meter, the number of keys handed over, the contents and the condition of the property at that moment. It is completed both on moving in and on moving out — comparing the two records is the only objective evidence of what changed.
- Notice to a neighbour of damage causedA leak from above is the commonest dispute between neighbours and is almost always conducted from memory, because nobody wrote anything down. This notice dates the event, describes the damage and invites the neighbour to a joint inspection — and a refusal to attend is itself a fact that matters later. If an insurer is involved, written notice is the first thing they will ask you for.
- Notice to the tenant of a change in the rentA landlord cannot raise the rent by deciding to and mentioning it on the phone — the figure is agreed in the tenancy, and changing it needs agreement, which means an annex. This notice puts the proposal in writing: from what date, from how much to how much, on what ground, and by when the tenant should reply. It is the first step, not the last.
- Garage or parking space rental agreementLetting a garage or a parking space works differently from letting a home: what matters is the number of the space, how access is given, and what may be done inside. The contract limits use to parking, rules out storing flammable materials and carrying out repairs, and lists the keys, fobs and remotes handed over, which are returned when it ends.
- Notice to the landlord to repair a defectRepairs made necessary by ordinary use are the landlord's — but only if the landlord has been told. This document makes the telling written and dated: what has broken, when it was noticed, and within what period its repair is requested. The tenant keeps a copy, and it does its work in a later argument about the deposit.
- Owner's consent for address registrationWhen you register at an address that is not yours, the municipality asks for the owner's written consent. This is that document. It goes in together with the application for a permanent or current address, and without it the counter returns the whole file. If the owner will not be coming to the counter in person with their ID card, the signature has to be notarised — which is why most people end up going twice.
- Application to transfer an electricity or water accountWhen an owner or tenant changes, the account is transferred so that the new occupant is not billed for someone else's consumption and the old one is not billed for consumption after leaving. The key field is the meter reading on the transfer date: that is what divides the two bills. It is signed by both account holders.
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