If you are thinking of buying a condominium in Ontario, you will likely hear about something called a condo status certificate. For many first-time buyers, this document package may not be familiar, but it is one of the most important parts of the purchasing process. A status certificate offers clarity on the financial, legal and operational health of both the unit and the condominium corporation you are buying into. This guide explains what a status certificate is, how to get on in Ontario, what is included, and what first-time buyers should pay close attention to before finalizing a purchase.
What is a Condo Status Certificate?
A condo status certificate is one of the most informative documents a buyer will review before finalizing a purchase. Regulated under the Ontario Condominium Act, 1998, it provides an up-to-date snapshot of both the condo unit and the condominium corporation that oversees the building or townhouse community. While many buyers focus on the finishes, layout, or location of a unit, the status certificate reveals the factors that influence long term ownership, financial stability, and the day-to-day experience of living in the community.
The document outlines key details such as:
- Whether the current owner is up-to-date on common expenses
- Any special assessments, arrears, or cost increases that may affect the next owner
- Whether the corporation is involved in legal disputes that could lead to added expenses
- The overall structure, rules, and expectations that apply to all owners
This information helps buyers look beyond the unit itself and understand the broader setting they are joining. A well managed condominium with clear financial reporting and stable governance supports predictable ownership costs and fewer surprises down the road. On the other hand, a corporation facing major repairs, legal claims, or financial strain may require higher fees or additional contributions in the future.
In practical terms, the status certificate acts as a safeguard. It allows buyers and their lawyers to assess risks, raise questions, and make informed choices before committing to a firm offer. By reviewing this document carefully, buyers gain a clearer picture of the corporation’s stability and the responsibilities they will take on as an owner.
How to Get a Status Certificate in Ontario
Obtaining a status certificate in Ontario is a routine part of buying or selling a condominium, but it follows specific rules under the Ontario Condominium Act, 1998. The request is submitted directly to the condominium corporation or its property management company, and once the written request and regulated $100 fee are received, the corporation is required to provide the full package within 10 calendar days. Most corporations now accept requests online, which makes the process easier for buyers, sellers, lawyers, and real estate agents. Having a clear understanding of how the request works, what timelines apply, and how the certificate will be delivered helps ensure there is enough time for a proper legal review before you move forward with the purchase.
Where to Request it and Who Can Apply?
A status certificate request in Ontario must be submitted in writing to the condominium corporation or its condominium property management company. The process is designed to ensure accuracy and proper record keeping, which is why written requests remain a requirement under provincial legislation. Several parties involved in a real estate transaction may request a status certificate package, including:
- Buyers
- Sellers
- Real estate agents
- Lawyers
- Mortgage lenders
Most condominium corporations now offer multiple ways to submit the request. Email remains common, but many corporations have moved toward online request portals or web-based forms, which help streamline processing and reduce delays. Others still accept in-person submissions, particularly in smaller townhouse-style communities. Many Ontario condominium management firms, including ICON Property Management, also accept electronic requests, which makes it easier for buyers, sellers, and their representatives to place an order and receive updates throughout the process.
How Long Does It Take to Get a Status Certificate?
The timeline for receiving a status certificate in Ontario is set out clearly under the Ontario Condominium Act, 1998. Once the corporation receives a written request along with the regulated $100 fee, it has 10 calendar days to prepare and deliver the full status certificate package. This deadline applies to every condominium corporation in the province, regardless of size, age, or management structure, and helps ensure buyers have timely access to the information needed for a proper legal review.
Many corporations also recognize that real estate transactions sometimes move quickly. As a result, a number of management providers offer an expedited delivery service at an additional cost. While the standard 10 day fee is regulated, the pricing for expedited service is not, since it is optional. Expedited certificates are usually delivered electronically and are often available within three to five business days, depending on the provider’s internal processes. This faster turnaround can be helpful when buyers are working with tight offer deadlines or when a lender requires updated documentation before approving financing.
Fees, Timelines, and Delivery Format
Under the Ontario Condominium Act, 1998, the fee for a standard condo status certificate in Ontario cannot exceed $100, inclusive of HST. This is a regulated maximum fee, and condominium corporations must comply with it. The $100 fee covers:
- The status certificate;
- The full supporting document package required under the Act; and
- Delivery of the complete package within 10 calendar days of the written request.
Corporations and management companies cannot charge more that $100 for a standard request. However, while the Act sets a maximum price for the standard 10-day certificate, many corporations offer expedited delivery as an optional add on service. Expedited service is not regulated by a maximum fee and is considered a convenience upgrade for buyers, sellers, and lawyers who need documentation sooner.
Expedited certificates are often delivered within:
- 1 business day;
- 3 business days;
- 5 business days.
These faster timelines require additional administrative efforts and therefore come at a higher cost. Expedited fees from $150-$500, depending on the property management provider. It is important to note that the $100 status certificate fee limit applies only to the status certificate itself. Expedited delivery services are an optional service add on available to all purchasers.
Status certificates in Ontario are commonly delivered:
- As a digital PDF email;
- Through a secure download link;
- In a printed format.
What is Included in a Status Certificate Package?
A status certificate package contains far more than the certificate itself. Although many buyers expect a brief summary, the package is actually a collection of documents that together provide a clear picture of the unit’s standing and the overall condition of the condominium corporation. Each part serves its own purpose, from outlining the corporation’s financial health to explaining the rules that guide how the community operates. Reviewing these materials helps buyers understand not only the current obligations tied to the unit, but also the long term plans, risks, and responsibilities that come with ownership. Below is an overview of the key items typically included in a full status certificate package in Ontario.
1. Unit Specific Financial Information
A status certificate package contains far more than the certificate itself. Although many buyers expect a brief summary, the package is actually a collection of documents that together provide a clear picture of the unit’s standing and the overall condition of the condominium corporation. Each part serves its own purpose, from outlining the corporation’s financial health to explaining the rules that guide how the community operates. Reviewing these materials helps buyers understand not only the current obligations tied to the unit, but also the long term plans, risks, and responsibilities that come with ownership. Below is an overview of the key items typically included in a full status certificate package in Ontario.
2. The Condominium Corporation’s Financials
You will receive a copy of the most recent audited financial statements, the approved annual budget, and a summary of the reserve fund. The reserve fund is set aside for major repairs and replacements, such as roof work or underground garage maintenance. A healthy reserve fund suggests that the corporation is well managed and financially stable. For a deeper look at how Ontario condominium reserve funds work, visit our article on condo reserve funds in Ontario.
3. Special Assessments
If a special assessment has been approved by the board, this information must be disclosed in the status certificate. A special assessment is a one-time charge to unit owners, often used to fund unexpected repairs or cover shortfalls in the reserve fund. For a full breakdown of what special assessments are and when they are used. visit our guide to understanding condo special assessments.
4. Legal Proceedings
This section outlines whether the condominium corporation is involved in any active or pending legal action. Legal issues can impact the corporation’s finances, increase insurance premiums, or signal internal governance challenges.
5. Insurance Summary
The package will include a summary of the building’s insurance coverage. This generally covers the structure, common areas, and liability protection. It is important to note that this insurance does not cover your personal belongings or upgrades within your unit. Owners are responsible for obtaining their own unit insurance.
6. Rules, Declaration, and Bylaws
You will also receive copies of the corporation’s declaration, rules, and bylaws. These documents explain how the condominium operates and outline restrictions that may affect you. Common topics include pet policies, noise guidelines, short-term rentals, permitted uses of common areas, and rules for unit modifications. Reviewing these carefully will help you determine whether the building is a good fit for your lifestyle.
7. Management and Contact Information
Finally, the package will include the name and contact information for the current property management company. A capable and responsive management team plays an important role in maintaining building operations, enforcing rules, and supporting the board of directors.
What First-Time Home Buyers Should Look For in a Status Certificate
Although your lawyer will complete a full review of the status certificate before closing, it is helpful for first-time buyers to understand what this document reveals and why it matters. A status certificate outlines the financial position of both the individual unit and the condominium corporation, along with any issues that could affect ownership in the near future. Having a working knowledge of what to look for allows buyers to ask better questions, compare buildings more effectively, and feel more confident as they move through the purchase process.
The items listed in the status certificate are not simply administrative details. They highlight the corporation’s approach to financial planning, building maintenance, and governance. They also indicate whether there are conditions that may lead to fee increases, special assessments, or restrictions that could impact how you use the unit.
Below are the key areas buyers should pay close attention to when reviewing a status certificate.
1. Outstanding Common Expenses on the Unit
The status certificate will confirm whether the current unit owner has paid all common expenses, also known as monthly maintenance fees. If the owner is behind on payments, this could affect the sale. In certain situations, unpaid fees can result in a lien being placed on the unit. That lien must be discharged before closing.
What to check for:
- Is there a balance owing on the unit?
- Has a lien been registered?
If anything appears unclear, your lawyer can request clarification from the seller’s legal representative or the management company.
2. Reserve Fund Health and Future Repairs
The reserve fund is used to pay for major repairs and replacements to the building’s common elements. The status certificate package will include a summary of the reserve fund study, the most recent audited financials, and the approved annual budget.
A well-funded reserve indicates that the corporation is planning responsibly. A low or insufficient reserve may increase the likelihood of future special assessments.
What to check:
- Is the reserve fund balance aligned with the reserve fund study recommendations?
- Are major repairs coming up that could strain the fund?
- Is the reserve fund being adequately replenished through the monthly fees?
Your lawyer can help assess whether the reserve fund appears appropriate for the age and condition of the building.
3. Monthly Condo Fees and Anticipated Increases
The status certificate confirms the monthly maintenance fees for the unit and whether increases are expected. These fees cover day-to-day operating costs, reserve fund contributions, and shared services such as utilities, cleaning, and landscaping.
Buyers should compare the fees to other buildings in the area. Increases are not uncommon, especially in aging buildings or during periods of inflation. Reviewing the budget will give you insight into how fee amounts are determined.
What to check:
- Are fees projected to increase in the near future?
- Does the current budget reflect a surplus or deficit?
- Do the fees seem reasonable based on the building’s age and amenities?
If the corporation is running a deficit or has deferred maintenance projects, the fees may need to increase to compensate. Understanding the corporations’ maintenance fees is extremely important when purchasing a condo. If you want to learn more about how common expenses are calculated, see our guide on what condo maintenance fees actually cover.
4. Pending or Potential Special Assessments
A special assessment is a one-time fee charged to unit owners when the reserve fund is not sufficient to cover major repairs or unexpected costs. If a special assessment has been formally approved by the board, it must be disclosed in the status certificate.
However, if a special assessment is only being discussed and has not yet been approved through a board resolution, it may not appear in the certificate. In some cases, your lawyer may recommend reviewing board meeting minutes to assess whether a future assessment is likely.
What to check:
- Is there a current special assessment affecting this unit?
- Has the assessment been approved and scheduled?
- Are there any indications of additional assessments coming?
If there is an assessment in progress, your lawyer will determine how it impacts your offer and whether the seller should be responsible for paying it prior to closing.
5. Ongoing Legal Disputes
The status certificate will state whether the condominium corporation is involved in any legal proceedings. These may include lawsuits related to construction deficiencies, disputes with vendors, enforcement issues with unit owners, or claims filed through insurance.
Legal action can create financial risk, increase insurance premiums, and affect the reputation of the building. Not all litigation is a cause for concern, but it should be reviewed in context.
What to check:
- Is the corporation named in any legal proceedings?
- What is the nature of the dispute?
- Could the outcome result in additional costs for unit owners?
Your lawyer can evaluate whether any legal matters present a risk to you as a prospective buyer.
6. Restrictions, Rules, Declaration, and Bylaws that May Affect You
The status certificate package includes a copy of the condominium corporation’s declaration, rules, and bylaws. These documents outline how the building is governed and what restrictions apply to unit owners and residents.
It is important to review these documents to ensure they align with your needs. For example, some condominiums limit the number of pets, prohibit short-term rentals, or have restrictions on renovations and balcony use.
What to check:
- Are pets allowed, and are there restrictions on breed, size, or number?
- Are rentals permitted, and is there a minimum lease term?
- Are there any restrictions that could affect how you intend to use the unit?
Buyers planning to rent out the unit or make upgrades should pay close attention to these rules before finalizing their offer.
Conclusion
For first-time condo buyers, the status certificate might seem like just another document. But it’s one of the most important tools you’ll receive to help you make an informed decision. It offers insights into the building, the finances, and the overall governance of the condo corporation.
For condo boards, every certificate issued is a reflection of your commitment to transparency and professionalism. The process should be seamless, timely, and accurate. If your current management provider isn’t delivering that standard, it may be time to consider your options.
Looking for a management company that prioritizes transparency, efficiency, and service? Contact ICON Property Management today to request a proposal.
