Maintenance Record & Log
Metra Consultation prepares and reviews maintenance logs for divided co-ownership properties throughout Québec.
A maintenance log—referred to in Québec as the carnet d’entretien—is the central technical record used to document the building’s common components, their condition, maintenance requirements, completed work, and major repairs or replacements anticipated over the next 25 years.
A well-maintained log helps the board make informed decisions, preserve the property, coordinate maintenance, and provide reliable information for the reserve fund study.
Regulatory Requirements
Divided co-ownership syndicates must have a compliant maintenance log established by an authorized and independent professional.
The board must:
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Update the log at least once each year
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Add records and documents related to completed maintenance
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Record major repairs and replacements that were postponed and explain why
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Have the maintenance log professionally reviewed at the required interval
A professional review is generally required at least every five years. Certain smaller or qualifying properties may be eligible for a ten-year review interval.
A site visit is required whenever the log is established or professionally reviewed.
Our Services
Our maintenance log services may include:
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Review of available plans, specifications, warranties, and reports
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Site inspection of accessible common components
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Creation of a detailed component inventory
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Assessment of current condition
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Estimation of remaining useful life
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Identification of routine and preventive maintenance
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Identification of major repairs and replacements over 25 years
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Development of an inspection and maintenance schedule
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Recording of completed work, dates, and known costs
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Organization of related plans, contracts, reports, and warranties
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Identification of missing information or required specialized assessments
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Preparation of the compliant maintenance log
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Periodic professional review and revision
Information Included
The maintenance log may include:
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Common building materials, equipment, and systems
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Components within private portions for which the syndicate remains responsible
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Current condition and remaining useful life
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Required inspections and routine maintenance
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Major repairs and replacement activities
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Recommended year of intervention
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Completed work and associated costs
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Deferred work and explanations
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Applicable reports, plans, warranties, and contracts
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Responsibilities and follow-up notes
Components Typically Covered
Depending on the property, the inventory may address:
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Structure and foundations
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Façades and building envelope
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Roofs and waterproofing
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Windows and exterior doors
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Balconies and guardrails
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Parking garages
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Mechanical and electrical systems
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Plumbing and drainage
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Fire-protection systems
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Elevators
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Interior common areas
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Roads, parking, sidewalks, and landscaping
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Site and municipal infrastructure
Relationship to the Reserve Fund Study
The maintenance log establishes what work is expected and when it should occur. The reserve fund study then uses this information to estimate the required funding.
Keeping the maintenance log accurate helps ensure that the reserve fund study reflects the building’s actual condition and planned interventions.
Our Process
Our typical process includes:
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Collecting and reviewing available documentation
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Inspecting the property
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Preparing the component inventory
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Evaluating condition and useful life
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Establishing maintenance and intervention schedules
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Organizing supporting documentation
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Preparing and delivering the maintenance log
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Explaining the annual update process to the board or manager
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Completing professional reviews at the applicable interval
Contact Us
Contact Metra Consultation to establish, review, or update your co-ownership’s maintenance log and create a reliable technical record for long-term building management.