You have just signed a sales mandate for a condominium apartment, and the notary is requesting the preliminary dated statement within a few days. The property manager is not responding or is charging for the document, even though the ALUR law does not make it mandatory to pay for it. In this situation, filling out a blank template yourself remains the quickest solution to avoid blocking the sales promise.
Filling out a preliminary dated statement without a property manager: what the Word template should cover
The preliminary dated statement is often associated with a simple charge statement. In practice, the document must gather three distinct categories of information: the financial data of the unit (current charges, voted exceptional charges, any unpaid amounts from the seller), elements related to the organization of the condominium (regulations, minutes of the last general meetings), and information about ongoing legal proceedings.
A properly structured Word template includes these three sections in separate headings. Each section should be able to be filled out independently, as one does not always have all the documents at the same time. The Word format allows for adding or removing lines in the charge tables, which a locked PDF does not permit.
To have a ready-to-use template, one can download a blank preliminary dated statement Word template that already includes sections compliant with the requirements of the ALUR law and recent developments in condominium law.
What generic templates often overlook
Most templates available online stop at current charges and the amount of the works fund. Two elements are often missing.
- The mention of the Multiannual Works Plan (PPT), which has become legally binding for older buildings. The template must specify whether the PPT has been voted on, if it is in the process of being developed, and what financial impacts it generates on future calls for funds.
- The details of the works fund with an explicit mention of its non-refundable nature to the seller, a frequent source of disputes during the seller-buyer distribution.
- Any ongoing legal proceedings involving the homeowners’ association, which may financially engage the future buyer.
Preliminary dated statement and energy constraints: sections to add in 2025-2026
The obligations related to the energy performance diagnosis modify what a seller must transmit in the context of a condominium sale. The DPE of the unit and the collective DPE of the building directly influence the property’s value and future rental conditions.
A buyer who is purchasing to rent needs to know if the unit risks a rental prohibition related to its energy class. The preliminary dated statement must therefore mention the DPE class of the sold unit and indicate the existence or absence of a collective DPE.
In a Word template, a dedicated line is added in the “technical information” section. This is not provided for in the oldest templates, but it has become a reflex for notaries who check the compliance of the file.
Energy renovation works voted in the general assembly
When the condominium has voted on an energy renovation program (facade insulation, replacement of the collective boiler), the corresponding calls for funds must be included in the preliminary dated statement. The total amount voted, the share of the concerned unit, and the remaining balance to be called are indicated.
Without this information, the buyer can invoke a lack of information to request a renegotiation or even exercise their right of withdrawal. Feedback on this point varies according to notarial studies, but a complete file significantly reduces the risk of blockage at the time of the final signature.
Free or paid preliminary dated statement: the question of the professional property manager
The ALUR law distinguishes the preliminary dated statement from the dated statement. The dated statement, produced by the property manager during the final sale, can be charged within a regulatory ceiling. The preliminary dated statement, on the other hand, is not subject to the same rule.
In practice, some professional property managers still charge for the production of the preliminary dated statement, incorporating it into “transfer fees” or “sale packs.” Others provide the information through the condominium extranet at no extra cost.
- If the property manager provides extranet access with the necessary documents, one can fill out the Word template themselves using the data available online.
- If the property manager does not respond or delays, a written request (registered letter or email with acknowledgment of receipt) formalizes the request and constitutes proof in case of dispute.
- In a condominium without a professional property manager (voluntary property manager, ASL, AFUL), the seller prepares the preliminary dated statement using the documents they have.
Check the preliminary dated statement before sending it to the notary
A well-structured template does not guarantee an exploitable document if the amounts are incorrect or if sections remain empty. Before sending the file to the notary, three specific points should be checked.
First, the consistency between the indicated amount of charges and the last calls for funds received. An error of a few euros is acceptable, but a significant discrepancy between the projected budget and the actual calls signals a problem with updates.
Next, the presence of the minutes from the last three general meetings as attachments. The preliminary dated statement alone is not sufficient: the notary needs these documents to verify the voted works and any contested resolutions.
Finally, ensure that the works fund and the PPT are filled out with their actual state of progress. Leaving a field empty on these two points systematically slows down the processing of the file at the notary’s office.
The Word format allows for correcting and completing the document until the last moment, unlike a locked PDF. Once validated, export to PDF for the final sending, which freezes the content and avoids any accidental modifications after transmission.