The Requirement for Access to Strata Records

WHAT RECORDS MUST A STRATA MAKE AVAILABLE FOR INSPECTION OR COPYING?

Owners have the right to access the Strata’s records. Access to records allows owners to understand how their Strata is run, how money is spent, and what decisions have been made. We have discussed in another article the Strata's obligation or record-keeping.

Most of the time, access is straightforward. However, sometimes a Strata provides incomplete records, is unresponsive, or outright refuses an owner’s request for access. When that happens, it is important to understand what rights an owner has and what steps can be taken.

The Strata must, upon request, provide access to and copies of any of the records it is required to keep. This includes:

• Financial records.

• Meeting minutes.

• Bylaws and rules.

• Contracts.

• Correspondence.

• Legal decisions that involve the Strata.

• The strata plan.

• Depreciation reports.

• Contact information.

The Strata is responsible for ensuring that these records are kept and are readily available.

WHAT IS CONSIDERED A FAILURE OF THE STRATA TO PROVIDE RECORDS?

An explicit refusal is not the only way that a Strata can fail in its obligation to provide access to records. The Strata also cannot:

• Ignore the request.

• Take too long to respond.

• Provide records missing the requested information.

Most failures do not stem from an explicit refusal, but from a delay or partial compliance.

Stratas must provide the bylaws or rules within one week and other records within two weeks.

HOW SHOULD AN OWNER REPEAT THEIR DEMAND FOR THE STRATA TO PROVIDE RECORDS?

If your Strata has not provided access to documents you have requested, we advise you to talk to the Strata first. Make the request in writing if you haven’t already done so, make it as specific as possible, and remind the Strata of its obligation to provide access in accordance with the deadlines imposed by the Strata Property Act.

Ask the Strata to explain why you have not received a response. There may be an understandable reason, particularly if the request is extensive. If you think the reason for the delay is understandable it would be a good idea to come to an agreement with the Strata regarding timelines.

The goal is not to be adversarial to the Strata, it is to ensure that it meets its obligations.

Ideally, this communication will resolve the issue. This can get you a result faster and with less animosity than a more formal proceeding.

HOW SHOULD AN OWNER REQUEST A HEARNG WITH COUNCIL IF THERE IS CONTINUED REFUSAL TO PROVIDE RECORDS?

If a Strata is not providing records and not willing to voluntarily work to resolve the issue or explain its reasoning, the next step to take in pursuit of the production of records is to request a hearing. A Strata hearing is an opportunity for you to be heard at a council meeting.

Make your request for a hearing in writing, including the decision you want. The decision should be phrased so that the answer can be a “yes” or a “no”. For example, the decision requested could be “Will the Strata provide the requested records within the next ten business days?”

It is important to know that the Council will not provide you with an explanation for any delay at a hearing. A hearing is not an opportunity to get an explanation, it is a formal way to get the Council to decide if they are going to provide the requested records.

The Strata must hold the hearing within four weeks of receiving your request.

WHEN SHOULD AN OWNER START A DISPUTE WITH THE CRT FOR RECORDS?

The final legal remedy for an Owner, when a Strata refuses to provide records is to initiate a dispute with the Civil Resolution Tribunal (“CRT”). The CRT can order the Strata to provide the documents and impose a deadline.

However, as of early 2026, the timeline to get an order from the CRT is estimated at between 18 and 24 months. For most Owners, this option is not going to satisfy any reasonable requirement for records.

AN OWNER'S RIGHT TO ACCESS RECORDS IS A FUNDAMENTAL PART OF STRATA LIVING BUT EASILY FRUSTRATED BY A COUNCIL THAT REFUSES TO DISCLOSE

If the Strata refuses access to records, an Owner is not without recourse.

Our recommendation is to start with a clear, written request and give the Strata an opportunity to respond. If that does not resolve the issue, a hearing provides a formal way to raise the concern with the Council and get a specific decision. Where access is still denied, the Civil Resolution Tribunal can enforce the provisions of the Strata Property Act and order the Strata to comply.

Access to records is a fundamental part of Strata living. The Strata manages shared property and finances on behalf of all the owners, and owners are entitled to know how that responsibility is carried out.

A Council that refuses to provide access to records may be an indicator of poor governance. For most Owners the best remedy to that situation is to focus efforts on the election of different to people to Council instead of trying to compel the release of records. Stratas are democracies, and robust and resilient Strata Communities expect transparency regarding the records of the Strata.