You are selling a condominium apartment and the notary is requesting a preliminary dated statement. This document gathers the financial and administrative information that the buyer must receive before signing the agreement. Writing it yourself using a Word template helps avoid fees charged by some property managers for this formality.
Preliminary dated statement and dated statement: two documents not to be confused
The preliminary dated statement is provided at the time of signing the preliminary contract (agreement or promise of sale). It is stipulated by Article L. 721-2 of the Construction and Housing Code, resulting from the ALUR law. The seller can fill it out themselves, using the documents they already have: calls for funds, minutes of general meetings, maintenance log.
The dated statement, on the other hand, comes later, at the time of signing the authentic deed at the notary’s office. It must be prepared by the property manager. Confusing the two means paying the property manager for a document that you could produce for free.
To obtain a blank preliminary dated statement Word template for download, a structured file with fields to complete remains the quickest solution. The Word format offers the flexibility to modify, add, or remove sections according to the specific condominium.
Mandatory sections in a Word preliminary dated statement template
A reliable template is not limited to a few lines on current charges. Article L. 721-2 of the CCH requires providing the buyer with precise information, grouped into several categories.
Financial situation of the selling co-owner
This section details what the seller still owes to the homeowners’ association. It includes the payable provisions from the budget forecast, any unpaid amounts from previous years, and the sums that become payable due to the sale.
Each line corresponds to an identifiable charge item on the quarterly calls for funds. If you have arrears, they must be clearly stated.
Financial situation of the condominium
The buyer needs to know the overall health of the building. The template should include:
- The amount of the works fund (formerly called the ALUR fund) and the share associated with the sold unit
- Any loans taken out by the association, with the remaining capital due
- The amount of unpaid charges at the condominium level, which indicates the risk of financial degradation
- Works voted on in the general assembly but not yet completed, along with their projected financing schedule
Annex documents to attach
The preliminary dated statement alone is not sufficient. The agreement must be accompanied by the condominium regulations, the descriptive state of division, the minutes of the general assemblies from the last three years, and the maintenance log.
Without these documents, the buyer’s withdrawal period (provided for by the SRU law) does not start. In other words, the buyer could change their mind long after signing the agreement.
Multi-year works plan and global technical diagnosis: recent sections
Word templates that have been circulating for several years often omit two sections that have become essential for condominiums.
The multi-year works plan (PPT) is now mandatory, with a phased implementation depending on the size of the condominium. An up-to-date preliminary dated statement template includes a dedicated section: status of the PPT, indicative financing schedule, and expected impact on the buyer’s future charges.
The global technical diagnosis (DTG) has a specific box indicating whether it has been carried out or not, its date, and its main conclusions. The relationship between the DTG and the PPT gives the buyer a clear view of upcoming works and their likely cost.
Have you noticed that some buyers ask to renegotiate the price after discovering a major works program that has been voted on? These two sections allow for clarity from the preliminary contract stage, avoiding unpleasant surprises.
Filling out the Word template without errors: concrete points of vigilance
Downloading a blank file is the first step. Filling it out correctly is another. Here are the most common mistakes.
Do not copy amounts from memory. Each figure entered must come from an official document: property manager’s call for funds, co-owner account statement, minutes of the general assembly. An error in the amount of unpaid charges can lead to a dispute after the sale.
Check the consistency between the lot number mentioned in the preliminary dated statement and the one listed in the descriptive state of division. In older condominiums, successive changes have sometimes created discrepancies between the actual numbering and the published one.
The date of the document matters. The preliminary dated statement must reflect the financial situation at the time of signing the preliminary contract. A document filled out three months before the agreement with outdated data is not reliable for the buyer.
Word or PDF format: a false debate
The Word format allows you to customize the template according to your condominium. Some units have specific shares (cellar, parking, service room) that require adding lines. A fixed PDF does not allow for this.
Once the document is completed and checked, convert it to PDF before sending it to the notary. The notary receives a non-modifiable document, while you keep the editable source file.
The preliminary dated statement remains a document that the seller produces under their responsibility. Taking the time to gather the documents, verify each amount, and use a structured template according to the requirements of the ALUR law protects both the seller and the buyer against future disputes.