Checking the records of the owners corporation

Checking the records of the owners' corporation must be carried out in accordance with relevant laws and procedures. The following are common methods in Hong Kong (based on the Building Management Ordinance for reference):

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1. Confirm access rights

• Owner Rights：According to the Hong Kong Building Management Ordinance (Cap. 344), the Owners' Corporation (hereinafter referred to as the "OC") is required to keep specific documents (such as meeting minutes, financial accounts, etc.), and owners have the right to request inspection.
• Legitimate Purpose：Access must be based on reasonable reasons (such as supervising the operation of the corporation, checking accounts, etc.) and cannot be used for private or commercial purposes.

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2. Check the process

Step 1: Submit a written application

• Submit a written application to the Corporation Management Committee (the Management Committee) stating:
  • Specific documents to be reviewed (e.g. AGM minutes, financial statements, bank statements, etc.).
  • Purpose of access (must be reasonable and legal).
• Please refer to the Ordinance: Section 20 and Schedule 2 of the Ordinance (Obligation of corporations to keep documents).

Step 2: OC’s response and arrangements

• Upon receipt of the application, the corporation shall Within 14 days Reply and arrange the time and place for inspection (usually the registered address or management office of the corporation).
• If the corporation refuses to access the data, it must provide reasonable reasons (such as those involving privacy or legal disputes).

Step 3: How to check

• On-site inspection: You may go to the designated location to review the documents in person, but you are generally not allowed to directly copy or take away the originals.
• Request a copy: You may request the corporation to provide a copy, but you will have to pay the reasonable costs of photocopying (the corporation may charge a cost fee in accordance with the regulations).

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3. Dispute Resolution

• Seeking help from District Offices: If the OC refuses unreasonably, you may complain to the Building Management Support Unit of the Home Affairs Department and request intervention and coordination.
• Apply for a court order: Under Section 45 of the Ordinance, an owner may apply to the Lands Tribunal for an order compelling the corporation to produce documents.

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4. Notes

• File Scope: The available documents include:
  • Minutes of corporate meetings (such as owners' meetings, management committee meetings).
  • Financial accounts (income and expenditure statements, bank account records, audit reports, etc.).
  • Register of corporations (list of owners and contact information must comply with the Personal Data (Privacy) Ordinance).
• Confidentiality: Viewers are not allowed to use the documents for unauthorized purposes or disclose the privacy of other owners.

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5. Other ways

• Search Land Registry Records: Some corporate documents (such as registration certificate, deed of mutual covenant) can be inspected through the Land Registry (charges apply).
• Agent: If the owner is unable to handle it in person, he or she may authorize an agent in writing to check it on his or her behalf.

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Reference regulations

• Sections 20, 21 and 45 of the Building Management Ordinance (Cap. 344) of Hong Kong
• Home Affairs Department's "Guidelines on Owners' Corporations"

If there are specific disputes or complex situations, it is recommended to consult legal professionals or seek assistance from the Home Affairs Department.

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