An owner emails the board asking to see three years of bank statements and every contract the association has signed. Does the board have to hand them over? How fast? Can it charge for copies?
Section 19 of the Illinois Condominium Property Act (765 ILCS 605/19) answers all of this. It's one of the most owner-friendly provisions in the Act — and one of the easiest to violate by simply not responding in time.
This guide covers what records the association must keep, how owners should make a request, what the board must provide and can withhold, what it can charge, and how to build a process that meets the deadline every time.
Why records access matters
Owners fund the association, and they're entitled to see how it's run. Records access lets owners check the board's work: whether contracts were bid fairly, whether money was spent as budgeted, whether decisions were made at proper meetings.
For boards, transparency is also protective. When owners can see the documents, rumors lose their power. A board that answers records requests promptly and cheerfully rarely faces the suspicion that comes from delay or resistance.
What records the association must keep
The board must keep these records (or true and complete copies) at the association's principal office:
1. The declaration, bylaws and plats of survey, with all amendments.
2. The association's rules and regulations.
3. If the association is a corporation, its articles of incorporation and amendments.
4. Minutes of all association and board meetings for the preceding 7 years.
5. All current insurance policies.
6. All contracts, leases and other agreements currently in effect.
7. A current list of members' names, addresses, email addresses, phone numbers and weighted votes.
8. Ballots and proxies for all matters voted on in the preceding 12 months, including board elections.
9. Books and records for the current and 10 preceding fiscal years — itemized, detailed records of all receipts, expenditures and accounts.
10. Any reserve study.
Note the financial records rule: it's the current year plus the ten before it, so eleven fiscal years in total.
What "books and records" usually includes
In practice, the financial records category typically covers items like the general ledger, bank statements, invoices and paid bills, check registers, budgets and year-end accountings, audits or reviews, and reserve account statements. If a document records money coming in or going out, assume it's covered.
Who can inspect, and how
Any member can inspect, examine and copy these records, in person or through an agent, at a reasonable time at the association's principal office.
To exercise the right, the owner must submit a written request to the board or its authorized agent, stating with particularity which records they want. "Everything" isn't particular; "the 2024 and 2025 general ledger and all landscaping contracts" is.
For owners: how to make a records request
A clear request gets a faster, more complete answer. Here's how to make one:
1. Put it in writing. Email is usually fine if your association accepts it; check whether the manager or board has a preferred address or form.
2. Send it to the right person. Address it to the board or its authorized agent, typically the management company.
3. Be specific. Name the type of record and the time period. For example: "All invoices paid to the snow removal contractor for the 2025–2026 season" or "Board meeting minutes from January through June 2026."
4. Say how you'd like to receive them. Inspection in person, paper copies, or electronic copies.
5. Note the date you sent it. The 10-business-day clock starts when the board or its agent receives the request.
6. Ask for a cost estimate if you're requesting a large volume of copies.
Sample request
"Dear Board: Under Section 19 of the Illinois Condominium Property Act, I request to inspect and receive electronic copies of the following records: (1) all contracts currently in effect for landscaping and snow removal; (2) the general ledger for fiscal years 2024 and 2025; and (3) board meeting minutes from January 1, 2026 to date. Please let me know of any costs before they are incurred. Thank you."
The 10-business-day deadline
If the board doesn't make the requested records available within 10 business days of receiving the written request, the request is deemed denied. There's no grace period and no requirement that the owner follow up first.
An owner who then sues and wins access to the core records (items 1–6, 9 and 10 above) is entitled to recover reasonable attorney's fees and costs from the association. That fee-shifting is why ignoring a records request is expensive — the association ends up paying both its lawyer and the owner's.
Ten business days is two calendar weeks, and it goes fast, especially when a request arrives just before a holiday or when records are stored in boxes offsite.
Owner lists and ballots: extra conditions
Items 7 and 8 — the owner contact list and ballots and proxies — are treated differently because they involve other owners' information:
The owner may inspect them only for a purpose that relates to the association.
The board may require the owner to certify in writing that they won't use the information for any commercial purpose (such as selling it or soliciting) or any purpose unrelated to the association. The board may fine someone who makes a false certification.
If the association uses secret ballots, it satisfies a request for ballots by providing them without unit numbers.
The same 10-business-day deadline applies, but an owner who wins a lawsuit over these records recovers fees only if the court finds the board acted in bad faith.
A common legitimate use of the owner list is contacting neighbors about an upcoming election or a petition. That's an association-related purpose.
What the association can withhold
Unless a court orders otherwise, the association doesn't have to produce:
1. Documents about the appointment, employment, discipline or dismissal of association employees.
2. Documents about pending lawsuits or administrative actions by or against the association or board.
3. Documents about threatened or likely claims.
4. Documents about assessments or charges owed by another owner.
5. Documents provided in connection with another owner's lease, sale or transfer of a unit.
In practice, that means an owner can see the total delinquency on the balance sheet, but not which neighbor is behind.
Redaction instead of refusal
Often, a record contains a mix of shareable and protected information. A general ledger, for instance, may reference a specific owner's account. Rather than withholding the whole document, the better practice is usually to provide it with the protected information redacted, and to tell the owner that redactions were made and why. When in doubt, check with the association's attorney.
What the association can charge
The association may charge the requesting member the actual cost of retrieving records and making them available, and, if copies are requested, the actual cost of reproducing them. The key word is actual. A flat $100 "records fee" unrelated to real cost invites a challenge. Keep a simple record of staff time and copy costs for each request.
Digital records help here: when records are organized and stored electronically, retrieval costs are low and deadlines are easy to meet.
Large, repeated or difficult requests
Most requests are routine. Occasionally, an owner asks for a very large volume of records, or makes frequent requests. A few practical points:
Clarify, don't stall. If a request is unclear, ask the owner promptly which records they need. A good-faith clarification helps both sides; using it to run out the clock doesn't.
Offer inspection first. For very large requests, letting the owner review records in person or through a secure online folder and then choose what to copy can reduce cost for everyone.
Keep costs transparent. Provide an estimate before incurring significant retrieval or copying costs.
Treat every owner the same. Don't give faster or fuller responses to owners the board agrees with.
Talk to counsel if a request seems designed to harass, or if it involves potentially privileged or litigation-related documents.
A simple compliance process
1. Log every request the day it arrives, with the 10-business-day deadline.
2. Confirm what's being asked for. If the request is vague, ask the owner to clarify promptly — but don't use that as a stalling tactic.
3. Separate withheld categories and tell the owner what's being withheld and why.
4. For owner lists or ballots, send the certification form right away.
5. Estimate costs up front and tell the owner before incurring them.
6. Deliver on time, and keep a record of what was provided and when.
Keep records organized year-round
The best way to meet the deadline is to never have to search. Good practices include:
Store records electronically in a consistent folder structure by year and category.
File minutes, contracts and insurance policies as soon as they're approved or signed.
Follow a retention schedule that matches the Act's minimums — 7 years of minutes, 12 months of ballots and proxies, and the current plus 10 prior fiscal years of financial records — and your attorney's guidance on anything longer.
Secure the records so owner contact information and other sensitive data are protected.
Make common documents available proactively. Posting the declaration, bylaws, rules, budget, recent minutes and current insurance certificates in an owner portal answers many requests before they're made.
Common mistakes
Missing the 10-business-day deadline because a request sat in someone's inbox.
Requiring a formal form or in-person visit when a written email request would do.
Charging flat fees that don't reflect actual cost.
Withholding entire documents instead of redacting protected portions.
Refusing the owner list without first offering the certification option.
Treating a records request as hostile and responding defensively.
Frequently asked questions
Do I have to say why I want records?
For most records, no. For the owner contact list and ballots and proxies, your purpose must relate to the association, and the board may ask you to certify that in writing.
Can the board make me come to the office?
The Act provides for inspection at the association's principal office at a reasonable time. Many associations also provide electronic copies, which is often easier for everyone.
What happens if the board doesn't respond in 10 business days?
The request is deemed denied, and the owner may seek a court order. For core records, a successful owner is entitled to reasonable attorney's fees and costs.
Can I see another owner's account balance?
No. Documents about assessments owed by another owner can be withheld.
Can a tenant request records?
The Section 19 right belongs to members — the unit owners. A tenant would need to work through the owner.
The bottom line
Section 19 treats association records as belonging, in a real sense, to the owners. Boards that keep records organized and treat requests as routine — not adversarial — avoid deemed denials, fee awards and the loss of trust that follows. Owners who make clear, specific written requests get faster, more useful answers.
Related reading:
Open Board Meetings in Illinois Condos: Notice, Closed Sessions and Owners' Right to Record
How to Read Your Condo Association's Financial Statements (Without a Finance Background)
Running a Condo Board Election in Illinois: Ballots, Proxies, Quorum and Deadlines
Fiduciary Duty for Illinois Condo Board Members: What It Means and How to Protect Yourself
Pimmit Run Management keeps every association's records organized and searchable, logs owner requests automatically and tracks the 10-business-day deadline. Contact us to learn more.
This article is general information, not legal advice. Consult your association's attorney about specific requests.
This article is general information, not legal advice. Consult your association's attorney about your specific situation.