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Is the manager of your wspólnota doing its job?

By Ilia Sotonin

Twelve statements to check against your own building. Answer yes, partly or no, see where it does not hold, and learn what the act gives owners and what to do next.

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Also in:Polski

A sample monthly report

This is the kind of monthly report a manager can publish for residents, in the format of Unitify’s monthly report page. The building is fictional; the sections are the real ones.

Sample report. Building, figures and names are fictional.

Monthly report for residents

Monthly report, September 2026

Housing community “Przykładowa 1”, ul. Przykładowa 1

84 apartments · 4 620 m²

Collected from owners
28 280 zł
of which paid into the repair fund: 9 880 zł
Spent
18 718 zł
last month: 18 811 zł
Owners’ arrears
41 300 zł
▼ 2 650 zł · 6,0%
Bank account balances
150 843 zł
last month: 141 280 zł

Spent: 18 717,50 zł

Spent18 718 zł
Cleaning and grounds4 330,00 zł4 line items23,1%
  • Cleaning of stairwells2 960,00 zł
  • Window cleaning (quarterly)640,00 zł
  • Lawn mowing520,00 zł
  • Cleaning supplies210,00 zł
Elevators2 100,00 zł2 line items11,2%
  • Elevator maintenance (2 elevators)1 480,00 zł
  • Annual safety inspection (UDT)620,00 zł
Utilities, common areas2 148,00 zł2 line items11,5%
  • Electricity, common areas1 735,40 zł
  • Water and sewage, common areas412,60 zł
Waste collection4 320,00 zł1 line item23,1%
Insurance1 126,00 zł1 line item6,0%
Current repairs1 585,00 zł3 line items8,5%
  • Clearing the drain stack740,00 zł
  • Entrance door lock replacement460,00 zł
  • Stairwell lighting, entrance B385,00 zł
Management3 108,50 zł2 line items16,6%
  • Manager’s fee3 080,00 zł
  • Bank charges28,50 zł

Open a category to see its line items.

The largest expenses

  • Municipal waste collection4 320,00 zł
  • Manager’s fee3 080,00 zł
  • Cleaning of stairwells2 960,00 zł
  • Electricity, common areas1 735,40 zł
  • Elevator maintenance (2 elevators)1 480,00 zł
  • Building insurance (monthly share)1 126,00 zł

What was done

Requests from residents this month

17
Requests
14
Done
3
In progress
  • Elevator · 5
  • Lighting · 4
  • Plumbing · 3
  • Cleaning · 3
  • Other · 2

Only counts are shown. Request text, addresses, and residents’ names never appear in the report, and any category with fewer than three requests is grouped under “Other.”

  1. Replaced the main entrance door lock

    The door closes on its own again. New keys are available to owners on request.

  2. Repaired the lighting in stairwell B

    Faulty fixtures were replaced on all four floors.

  3. Elevator passed its annual safety inspection

    The inspection is done and the certificate is filed with the building’s documents.

  4. Cleared the drain stack

    Three residents reported the blockage. It was cleared and checked with a camera afterwards.

  5. Window cleaning in stairwells A and B

    The quarterly cleaning of the stairwell windows is done.

Under way

  • Quotation for a roof inspection before winter
  • Quotes for repainting the ground-floor stairwell
  • Replace the intercom handset at entrance B

Compared with last month

ItemAugust 2026September 2026Change
Cleaning and grounds4 210,00 zł4 330,00 zł+120,00 zł
Elevators1 480,00 zł2 100,00 zł+620,00 zł
Utilities, common areas2 260,00 zł2 148,00 zł-112,00 zł
Waste collection4 320,00 zł4 320,00 złno change
Insurance1 126,00 zł1 126,00 złno change
Current repairs2 310,00 zł1 585,00 zł-725,00 zł
Management3 105,00 zł3 108,50 zł+3,50 zł
Collected from owners28 150,00 zł28 280,00 zł+130,00 zł
Owners’ arrears43 950,00 zł41 300,00 zł-2 650,00 zł

Elevators cost more than in August because the annual safety inspection fell in September. Current repairs are lower than in August.

Money in the bank accounts

AccountAugust 2026September 2026
Operating account22 860,40 zł22 542,90 zł
Repair fund account118 420,00 zł128 300,00 zł
Total141 280,40 zł150 842,90 zł

The operating account changes by the amount collected for operating costs minus the amount spent. The repair fund changes by the amount paid into it.

Signed originals

A real report links the signed originals, so anyone can check the page against the paper.

  • Monthly report signed by the manager and the boardScan, two pagesNo file in the sample
  • Bank statements for SeptemberOperating account and repair fund accountNo file in the sample
  • Work completion recordsElevator inspection, lock replacement, drain stack clearingNo file in the sample

Prepared by “Przykładowy Zarząd Nieruchomości” (a fictional management company) and signed by three fictional board members.

In a real report the figures are the board’s own and the signed originals are linked. Here nothing is real: there are no files behind this page.

Sample report. Building, figures and names are fictional.

The legal references are to the Polish act on apartment ownership (ustawa o własności lokali, consolidated text of 20 February 2026), which speaks of owners. A resident who rents should ask the landlord to raise a point with the manager.

What a good monthly report contains

A report residents can use answers questions they would otherwise have to ask the manager. The sample above has all eight parts. A report with fewer parts is not necessarily a bad one, but every missing part is a question you can ask.

  1. 1The month in four numbersWhat the owners paid in, what was spent, what is still owed, and what the account balances are. A report that cannot state these four figures plainly is hard to check.
  2. 2Spending by category, down to the line itemsA total alone says little. Cleaning, elevator service, utilities, repairs, and the management fee should each expand to show their line items, making it clear where the money went.
  3. 3The largest expenses firstA few line items usually account for most of the spending. Seeing them at the top lets you ask about the ones that matter.
  4. 4A comparison with last monthA line that doubled is a question to ask. A line that fell may mean something was fixed, or something was skipped.
  5. 5What was done and what is under waySpending is easier to judge next to the work it paid for, and next to what is planned.
  6. 6Requests, countedHow many came in, how many are closed and how many are open. Counts only: no names and no addresses.
  7. 7Balances on the bank accountsWhat is left, and in which account: the one for running costs and the one for repairs.
  8. 8Signed originals to check againstThe page is a reading aid. The signed paper is the record, and it should be one click away.

These eight parts are what the Unitify report page shows. What the law of your country requires of a manager is a separate question: see the legal sources on this page.

Check your own building

Answer for your own building: yes, partly or no. Skip what you do not know. The result tells you where to look first.

Click a selected answer again to clear it.

Accounts

I can see an itemized statement of what the building collected and spent, not only a total.
I can check my own balance and payments at any time without asking.
The manager can show that the building’s money is held in a separate account.

Requests

When I report a problem I get an acknowledgement with a reference number.
I can see the status of my request without calling.
Urgent problems (water, elevator, heating) are handled within hours, and I know whom to call out of hours.

Meetings and decisions

A meeting of the owners is held at least once a year, with notice and an agenda in good time.
Decisions of the owners reach everyone in writing or on a notice board.
Owners who cannot attend can still take part (proxy, written or online vote).

Reports and documents

The manager gives an annual report and the budget for the coming year.
I can inspect contracts and invoices on request.
Minutes, house rules and key documents are kept in one place I can reach.

Result

Answer the questions to see where you stand.

Nothing you enter here leaves this browser tab. It is kept for the tab only, so you do not lose your answers when you switch languages.

What you can expect and verify

Some of this is the law and some is good practice. Where there is an article of the act, it is cited; where there is none, the line says so.

Accounts

  • I can see an itemized statement of what the building collected and spent, not only a total.The manager keeps separate records of management costs and advances outside the formal books of account (art. 29(1)), and every owner has the right to monitor the board’s activity (art. 29(3)).
  • I can check my own balance and payments at any time without asking.The manager keeps records of the advances paid to cover management costs (art. 29(1)).
  • The manager can show that the building’s money is held in a separate account.Settlements must go through a bank account (art. 30(1)). Ask the manager to show the building’s account.

Requests

  • When I report a problem I get an acknowledgement with a reference number.Good practice, not set by the act. Check the management contract.
  • I can see the status of my request without calling.Good practice, not set by the act. Ask whether the manager’s system shows status to residents.
  • Urgent problems (water, elevator, heating) are handled within hours, and I know whom to call out of hours.Good practice, not set by the act. The management contract may set response times: read them.

Meetings and decisions

  • A meeting of the owners is held at least once a year, with notice and an agenda in good time.The manager must call a meeting of all owners at least once a year, no later than the first quarter (art. 30(1)). Every owner is told in writing at least a week before, with the date, time, place and agenda (art. 32).
  • Decisions of the owners reach everyone in writing or on a notice board.An owner who took part by individually collected votes must be told the content of the resolution in writing (art. 23(3)).
  • Owners who cannot attend can still take part (proxy, written or online vote).Resolutions can be passed at a meeting, by individually collected votes, or partly each way (art. 23(1)).

Reports and documents

  • The manager gives an annual report and the budget for the coming year.The board or manager must give owners an annual report (art. 30(1)), and the annual meeting adopts the annual plan and the rates, assesses the manager’s work and decides on discharge (art. 30(2)).
  • I can inspect contracts and invoices on request.Every owner has the right to monitor the board’s activity (art. 29(3)).
  • Minutes, house rules and key documents are kept in one place I can reach.The manager keeps the technical documentation of the building and the list of owners with their shares (art. 29(1b)).

If it does not hold

Start with the cheapest step and move up only if it fails.

  1. 1

    Ask in writing

    Name the item and the date, and send it to the manager and the board. Every owner has the right to monitor the board’s activity (art. 29(3)).

  2. 2

    Put it on the agenda

    Owners with at least 1/10 of the shares can require a meeting to be called (art. 31(b)). If the annual meeting is not called in the first quarter, any owner can call it (art. 30(1a)).

  3. 3

    Vote at the annual meeting

    The owners assess the manager’s work and decide whether to grant discharge (art. 30(2), art. 29(2)).

  4. 4

    Change the manager

    The owners’ page shows how a change works, with a notary where management is entrusted by deed, and how to compare offers.

  5. 5

    Go to court if nothing works

    If no board was appointed or it does not do its job, any owner can ask the court to appoint a manager (art. 26(1)). An owner can also challenge a resolution within 6 weeks (art. 25(1a)).

This is general information, not legal advice. For a dispute that is serious or urgent, talk to a lawyer.

Legal sources

Every legal statement on this page comes from the text of the law itself. The quotes are in the original language.

  • Act on apartment ownership, art. 18(1)
    Właściciele lokali mogą w umowie o ustanowieniu odrębnej własności lokali albo w umowie zawartej później w formie aktu notarialnego określić sposób zarządu nieruchomością wspólną, a w szczególności mogą powierzyć zarząd osobie fizycznej albo prawnej.
  • Act on apartment ownership, art. 20(1)
    Jeżeli liczba lokali wyodrębnionych i lokali niewyodrębnionych jest większa niż trzy, właściciele lokali są obowiązani podjąć uchwałę o wyborze jednoosobowego lub kilkuosobowego zarządu.
  • Act on apartment ownership, art. 23(1)
    Uchwały właścicieli lokali są podejmowane bądź na zebraniu, bądź w drodze indywidualnego zbierania głosów przez zarząd; uchwała może być wynikiem głosów oddanych częściowo na zebraniu, częściowo w drodze indywidualnego ich zbierania.
  • Act on apartment ownership, art. 23(3)
    O treści uchwały, która została podjęta z udziałem głosów zebranych indywidualnie, każdy właściciel lokalu powinien zostać powiadomiony na piśmie.
  • Act on apartment ownership, art. 25(1a)
    Powództwo, o którym mowa w ust. 1, może być wytoczone przeciwko wspólnocie mieszkaniowej w terminie 6 tygodni od dnia podjęcia uchwały na zebraniu ogółu właścicieli lokali albo od dnia powiadomienia wytaczającego powództwo o treści uchwały podjętej w trybie indywidualnego zbierania głosów.
  • Act on apartment ownership, art. 26(1)
    Jeżeli zarząd nie został powołany lub pomimo powołania nie wypełnia swoich obowiązków albo narusza zasady prawidłowej gospodarki, każdy właściciel lokalu może żądać ustanowienia zarządcy przymusowego przez sąd, który określi zakres jego uprawnień oraz należne mu wynagrodzenie.
  • Act on apartment ownership, art. 29(1)
    jest obowiązany prowadzić dla każdej nieruchomości wspólnej, określoną przez wspólnotę mieszkaniową, ewidencję pozaksięgową kosztów zarządu nieruchomością wspólną oraz zaliczek uiszczanych na pokrycie tych kosztów
  • Act on apartment ownership, art. 29(1b)
    jest obowiązany sporządzić protokół przejęcia nieruchomości i jej dokumentacji technicznej (budowlanej, powykonawczej i książki obiektu budowlanego) w imieniu wspólnoty mieszkaniowej
  • Act on apartment ownership, art. 29(2)
    Właściciele lokali podejmują uchwałę w przedmiocie udzielenia absolutorium zarządowi lub zarządcy, któremu zarząd nieruchomością wspólną powierzono w sposób określony w art. 18 ust. 1, z prowadzonej przez niego działalności.
  • Act on apartment ownership, art. 29(3)
    Prawo kontroli działalności zarządu służy każdemu właścicielowi lokalu.
  • Act on apartment ownership, art. 30(1)(1)
    dokonywać rozliczeń przez rachunek bankowy;
  • Act on apartment ownership, art. 30(1)(2)
    składać właścicielom lokali roczne sprawozdanie ze swojej działalności;
  • Act on apartment ownership, art. 30(1)(3)
    zwoływać zebranie ogółu właścicieli lokali co najmniej raz w roku, niepóźniej niż w pierwszym kwartale każdego roku.
  • Act on apartment ownership, art. 30(1a)
    zebranie coroczne może zwołać każdy z właścicieli.
  • Act on apartment ownership, art. 30(2)
    1) uchwalenie rocznego planu gospodarczego zarządu nieruchomością wspólną i opłat na pokrycie kosztów zarządu; 2) ocena pracy zarządu lub zarządcy, któremu zarząd nieruchomością wspólną powierzono w sposób określony w art. 18 ust. 1; 3) sprawozdanie zarządu i podjęcie uchwały w przedmiocie udzielenia mu absolutorium.
  • Act on apartment ownership, art. 31(b)
    zwoływane są na wniosek właścicieli lokali dysponujących co najmniej 1/10 udziałów w nieruchomości wspólnej przez zarząd lub zarządcę, któremu zarząd nieruchomością wspólną powierzono w sposób określony w art. 18 ust. 1.
  • Act on apartment ownership, art. 32(1)
    O zebraniu ogółu właścicieli lokali zarząd lub zarządca, któremu zarząd nieruchomością wspólną powierzono w sposób określony w art. 18 ust. 1, zawiadamia każdego właściciela lokalu na piśmie przynajmniej na tydzień przed terminem zebrania.
  • Act on apartment ownership, art. 32(2)
    W zawiadomieniu należy podać dzień, godzinę, miejsce i porządek obrad. W wypadku zamierzonej zmiany we wzajemnych prawach i obowiązkach właścicieli lokali należy wskazać treść tej zmiany.

Checked against the primary texts on 22 October 2026.

This is general information, not legal advice. Laws change and your contract and governing documents matter: have a lawyer or notary check anything you act on.

Checking your manager: questions

Who can check the manager: owners or any resident?

The act gives its rights to owners. A resident who rents should ask the landlord, or the owner’s representative, to raise the point.

Can I see the manager’s records?

Every owner has the right to monitor the board’s activity (art. 29(3)), and the manager keeps separate records of management costs and advances outside the formal books of account (art. 29(1)).

What is the difference between the board and the manager?

The owners can elect a board (art. 20) or entrust management to a person or company by deed (art. 18(1)). The board or the manager entrusted with management carries out the duties in articles 29 and 30. If it falls short, the owners are the ones who can change it.

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