Who must sign the report?

Signatories typically include the property manager and a board officer (president or treasurer). Confirm signing authority in the association bylaws or board resolution before execution.

Can the report be signed electronically?

Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and retention requirements are met.

Is notarization required?

Not usually for routine management reports, but specific attached instruments (deeds, some POAs) may require notarization; check state rules and consult counsel as needed.

How long must records be kept?

Retain tax-related documents at least 3 years (IRC §6501(a)); HIPAA-related records 6 years (45 CFR §164.530(j)). State rules may require longer retention.

What if a signer’s name differs from bank records?

Mismatched names can delay banking or insurance actions. Update entity records or attach certified documentation to explain discrepancies before submitting the report.

How to correct a released report?

Issue a clearly labeled amendment or addendum, obtain board approval, distribute to recipients, and archive both original and corrected versions with their audit trails.

Electronic Signature
Templates
Miscellaneous
Body Corporate Management Report

Body Corporate Management Report

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

BODY CORPORATE MANAGEMENT REPORT

Report Date:

Body Corporate Name Scheme Number / Plan Reference Reporting Period

From to

RECITALS

WHEREAS the Body Corporate named above (Body Corporate) has engaged a management entity to administer, maintain and manage the common property and affairs of the scheme in accordance with the applicable governance instruments and legal obligations; and

WHEREAS the Manager is responsible for undertaking day-to-day administration, financial management, maintenance coordination and reporting to the Body Corporate; and

WHEREAS this Report documents actions, financial position, compliance matters and recommendations for the Reporting Period as required under the Management Agreement between the parties.

MANAGER DETAILS

Manager Entity Name Manager Contact

SCOPE OF WORK

Summary of Services Provided This Period

FINANCIAL SUMMARY

Total Receipts (Reporting Period) Total Payments / Expenditure (Reporting Period) Closing Bank Balance (All Accounts) Notes on Receipts / Payments

MAINTENANCE, REPAIRS & ACTIONS

Completed Works Outstanding Work Orders and Estimated Costs

INSURANCE / CLAIMS / COMPLIANCE

Insurance Matters and Claims Update Regulatory / Compliance Actions Required

RECOMMENDATIONS & PRIORITIES

Manager's Recommendations for Next Period

ATTACHMENTS CHECKLIST

Bank statements enclosed
Supplier invoices and receipts enclosed
Work orders / contractor reports enclosed
Insurance certificates / claims documents enclosed

PAYMENT TERMS (MANAGEMENT FEES)

Management Fee Amount:

Payment Schedule / Invoicing

Late Payment Fee: % per month on overdue amounts

TERM AND TERMINATION

Term Commencement: Term Expiry:

Termination Notice Period: days written notice required by either party

Either party may terminate for material breach where the defaulting party fails to remedy within the notice period. On termination the Manager shall provide all records, keys and handover documentation and shall be entitled to be paid for services performed up to the termination date.

CONFIDENTIALITY

The Manager acknowledges that all non-public information relating to the Body Corporate, its owners and the common property obtained in the course of performance is Confidential Information. The Manager shall not disclose such information except to agents or contractors performing authorised services, or where required by law. The Manager agrees to employ commercially reasonable safeguards and shall indemnify the Body Corporate for losses arising from unauthorised disclosure.

Acknowledgement of Confidentiality: Manager acknowledges and accepts confidentiality obligations

GOVERNING LAW

This Report and any underlying Management Agreement shall be governed by and construed in accordance with the laws of the jurisdiction nominated by the Body Corporate:

ENTIRE AGREEMENT

This Report, together with the signed Management Agreement and any schedules or annexures, constitutes the entire understanding between the parties in relation to the matters set out herein and supersedes all prior communications and agreements. Any amendment must be in writing and signed by authorised representatives of both parties.

MANAGER CERTIFICATION

The Manager certifies that, to the best of its knowledge and belief, the information contained in this Report is true, complete and accurate and that financial figures are prepared from the Manager's accounting records for the Reporting Period.

Manager (Printed Name):

By:

Date:

Role / Title:

Body Corporate Representative (Printed Name):

By:

Date:

Position:

What the Body Corporate Management Report Is

A Body Corporate Management Report is a formal document prepared for a condominium association, homeowners association, or similar common-interest community that summarizes financials, maintenance, compliance actions, and governance matters for a defined reporting period. It typically includes income and expense summaries, bank reconciliation, reserve fund status, maintenance project updates, meeting minutes or resolutions, insurance information, and recommended actions for the committee or board. The report helps trustees, managers, and owners make informed decisions, maintain regulatory compliance, and create a record of operational activity for audits and future planning.

Why a Clear Management Report Matters

A concise, accurate report improves board oversight, reduces disputes, and documents compliance with governing documents and applicable state statutes. It also creates a single source of truth for financial performance and planned works.

Who Prepares and Uses This Report

Typical preparers include property managers, association accountants, and board officers who compile operations and financial data for trustees and owners.

Property Manager — Prepares operational updates, vendor status, and maintenance schedules for board review.
Treasurer / Accountant — Provides financial statements, reconciliations, and reserve analyses for governance decisions.
Board Members / Trustees — Use the report to approve budgets, authorize spending, and review compliance.

The report should be accessible to authorized stakeholders and retained per recordkeeping rules to support audits, tax filings, and insurance claims.

Step-by-step: Assembling the Report

Follow a repeatable sequence to gather, verify, and present the data so the board can act without delay.

01

Collect Documents: Gather bank statements, invoices, contracts, and minutes for the reporting period.
02

Reconcile Accounts: Reconcile bank and reserve accounts to ledger balances and document variances.
03

Summarize Projects: List active and planned maintenance with cost estimates and completion timelines.
04

Prepare Recommendations: Identify approvals needed, proposed budget changes, and risk mitigation steps.

How to configure an online workflow for this report

If you prepare and circulate the report electronically, set up a consistent workflow to collect approvals and preserve an audit trail.

Field	Configuration
Upload Template	Use a PDF or DOCX template with fillable fields to standardize entries.
Assign Reviewers	Add board members and the treasurer as reviewers in role order.
Set Reminders	Enable automated reminders for outstanding approvals and due dates.
Enable Audit Trail	Capture timestamps, IPs, and signer authentication for each approval step.

Digital signing and platform considerations

Choose a platform that supports audit trails, secure storage, and the authentication strength your jurisdiction or insurer requires.

File types: PDF, DOCX supported
Authentication: Email, SMS, or stronger
Security: AES-256 encryption

When using eSignature tools, confirm ESIGN and UETA applicability, preserve a copy of the record, and retain the platform's audit trail as evidence of execution and consent.

Typical timings and reporting deadlines

Establish a calendar to ensure timely circulation, board approval, and filing of any required notices.

Monthly Reporting:

Prepare monthly financials within 7–15 business days of month-end for board review.

Quarterly Review:

Quarterly reserve and project updates align with budget monitoring and bond covenants if applicable.

Annual Financials:

Draft year-end statements and audited statements per association bylaws and accounting standards.

Budget Approval:

Present proposed annual budget at least 30 days before the fiscal year starts for member notice requirements.

Tax Filings:

Retain tax records and file returns per IRS deadlines (1040/1120 series as applicable).

Common preparation errors to avoid

Mixing reserve and operating funds on reports, which obscures long-term funding needs and complicates audits.
Late bank reconciliations that leave unexplained variances and increase risk of undetected fraud.
Inconsistent vendor documentation and missing change orders that create disputes and delay payments.
Unclear approval authority or undocumented delegations that invalidate expenditures and insurance claims.

Potential risks and consequences

Financial Risk: Budget shortfalls

Compliance Risk: Statutory fines

Insurance Risk: Claim denials

Legal Exposure: Board liability

Reputational Harm: Member distrust

Tax Risk: Incorrect filings

Essential sections to include in a professional report

A well-structured report groups related information so leaders can quickly assess finances, projects, and compliance items.

Executive Summary

One-page overview of key financial results, material variances, decisions required, and high-level project status to orient readers.

Financial Statements

Balance sheet, income statement, and statement of cash flows or equivalent association reports with reconciliations and notes.

Reserve Analysis

Detailed reserve fund balances, funding policy, planned draws, and recommended contributions or special assessments.

Maintenance & Projects

Active projects, vendor performance, change orders, timelines, outstanding warranties, and cost-to-complete estimates.

Compliance Log

Permits, codes, insurance renewals, statutory filings, and outstanding compliance items requiring board action.

Attachments

Supporting invoices, contracts, bank statements, vendor quotes, and any audit or insurance correspondence.

Typical circulation flow for the report

Define responsibilities and a routing order to speed review and capture approvals electronically.

Prepare: Manager compiles and verifies data.
Review: Treasurer and finance committee review.
Approve: Board approves or requests changes.
Distribute: Final report distributed to authorized owners.

Practical examples of report use

Real-world scenarios show how the report supports decision-making and risk management.

Operational Oversight

The manager prepared monthly reconciliations and noted a reserve shortfall

Board approved a phased funding plan
The documented plan reduced emergency assessments by clarifying near-term capital needs and scheduling repairs over two budget cycles.

Insurance Claim Support

A property damage claim was logged immediately in the compliance section

Manager attached invoices and photos
Providing organized documentation enabled a faster insurer review and supported the association's subrogation and repair timeline.

eSignature vendor comparison for executing the report

Compare starting prices and key capabilities relevant to signing, bulk distribution, auditability, and HIPAA support.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Practical tips for accurate and efficient reporting

Adopt consistent procedures and controls to reduce rework, speed approvals, and preserve institutional knowledge.

Standardize templates

Use a fixed template with labeled fields and a version control process so all stakeholders receive consistent information and historical comparisons.

Reconcile early

Perform bank and ledger reconciliations before drafting the report to minimize late adjustments and avoid restatements.

Attach evidence

Include key invoices, contracts, and quotations as attachments to support material line items and insurance claims.

Record approvals

Capture board approvals, delegated authorities, and signature metadata in the report and retain the audit trail for governance.

Who typically signs and certifies the report

Property Manager

The property manager or managing agent attests to the accuracy of operational entries, provides supporting documents, and coordinates approvals; their signature confirms compilation and factual inputs.

Board President

The board president or treasurer certifies the financial statements and any board-approved actions; their signature documents official board review and authorization.

Notarization and witness process when required

Some jurisdictions or documents attached to the report may require notarization or witness signatures; follow a clear authentication sequence.

01

Prepare Document

Ensure the version to be signed is final and labeled with version and date.

02

Identify Signers

Confirm authorized signers and any board resolution delegating authority.

03

Check State Rules

Verify whether your state accepts Remote Online Notarization (RON) or requires in-person notarization.

04

Select Notary

Choose a notary or RON provider that meets identity-proofing requirements.

05

Arrange Witnesses

If witnesses are required, schedule them and confirm acceptable witness qualifications per state law.

06

Execute Signature

Sign in the notary’s presence or complete RON session with audio-video recording when required.

07

Obtain Certificate

Receive the notarial certificate or RON record and attach it to the report.

08

Retain Records

Store the notary journal or RON recording per state retention rules.

How to export, save, and share final reports

Preserve a final, non-editable copy and keep an editable source file to support future revisions.

PDF/A Archive

Export a signed PDF/A for long-term preservation; this reduces format drift and preserves embedded signatures and audit metadata.

Editable Source

Keep the original DOCX or spreadsheet with change history as the master copy for amendments and version comparisons.

Signed Copy

Provide all authorized parties a signed PDF with the audit trail attached so signatures and timestamps are verifiable.

Cloud Storage

Store copies in secure cloud storage with role-based access and retention controls to meet compliance obligations.

How to amend or correct a previously issued report

Follow a documented amendment flow so changes are transparent and approved by the proper authority.

01

Identify Error:

Describe the error and its impact on figures or disclosures.

02

Prepare Amendment:

Create a corrected page or an addendum noting changes and reasons.

03

Obtain Approval:

Secure board approval for the correction per governance rules.

04

Distribute Update:

Send corrected report and annotate the version history.

05

Archive Originals:

Keep the superseded report with a note explaining the amendment.

06

Record Audit Trail:

Preserve signatures and timestamps for both original and corrected versions.

Electronic signature vs. digital (cryptographic) signature

Understand the differences so you can choose the appropriate authentication level for approvals and regulatory needs.

Criteria	Electronic Signature	Digital Signature
Definition	any electronic mark	pki-based cryptographic seal
Technology	overlay, click-to-sign	certificate, key pair
Non-repudiation	audit trail evidence	strong cryptographic proof
Common uses	board approvals, routine consents	regulatory filings, high-assurance records

Frequently asked questions about the Body Corporate Management Report

Answers to common questions about preparation, signatures, and record retention for this report.

Need help? Contact support

Who must sign the report?
Signatories typically include the property manager and a board officer (president or treasurer). Confirm signing authority in the association bylaws or board resolution before execution.
Can the report be signed electronically?
Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and retention requirements are met.
Is notarization required?
Not usually for routine management reports, but specific attached instruments (deeds, some POAs) may require notarization; check state rules and consult counsel as needed.
How long must records be kept?
Retain tax-related documents at least 3 years (IRC §6501(a)); HIPAA-related records 6 years (45 CFR §164.530(j)). State rules may require longer retention.
What if a signer’s name differs from bank records?
Mismatched names can delay banking or insurance actions. Update entity records or attach certified documentation to explain discrepancies before submitting the report.
How to correct a released report?
Issue a clearly labeled amendment or addendum, obtain board approval, distribute to recipients, and archive both original and corrected versions with their audit trails.

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