What is not written down in strata often becomes what cannot be proven later. There is a reason compliance for strata committees entails documentation, and expectations in NSW have increased in recent years. Documentation supports transparency, accountability and decision making, as well as dispute resolution when required.

At All Suburbs Strata Management, we have provided premier strata management services across Greater Sydney, the Nepean and the Central Coast for over 40 years. While the Strata Schemes Management Act is clear on documentation requirements, there is often a gap between what is required and what actually happens in practice. Here’s what you need to know.

A large portion of the decision-making happens outside formal meetings, and unfortunately, it is not always properly recorded. Whether through informal discussions, email approvals or verbal agreements, consistent record keeping is often overlooked. However, under the legislation, strata committees are required to keep a record of decisions along with full and accurate minutes, and correspondence such as emails should also form part of the official records.

What can happen when documentation is lacking? Aside from confusion, committee decisions are taken to be decisions of the owners corporation, so unclear records create real risk around accountability and authority. NSW legislation requires records to be retained for at least seven years to ensure there is an accurate history that can be relied on when needed. Without that record, committee members have no clear way to verify past instructions, approvals or the reasoning behind decisions.

Industry best practice recognises that record keeping goes beyond compliance. It plays a key role in transparency, allowing owners to inspect and understand decisions that affect the scheme. Proper documentation also means decisions can be shared, reviewed and relied on over time, supporting consistency even as committee members may change.

Decisions are supposed to be followed by action, and documentation is just as important during this phase. Once a resolution is made, there needs to be a clear record of how that decision is carried out, including the instructions given to the strata manager and any conditions that may be attached to it. In reality, this step is not always clearly noted, which can leave a gap between what was approved and what was communicated for action.

This should also include what was actually asked of the strata manager. That might be the quote that was approved, a report that informed the decision or a follow-up email that slightly changed what was needed. These details show what the committee actually intended. Without them, it’s hard to tell whether what was done aligns with what was agreed upon.

Finally, the record should reflect what happened after the instruction was issued. Whether the work was completed, delayed, adjusted or required further approval, these updates are not always retained alongside the original decision, but they really should be. When this information is missing, it then becomes difficult to track the full lifecycle of a matter from approval through to outcome.

In NSW, strata committees and managers can approve urgent works when there is a risk to safety or damage to common property. Often, the fact that this was required is well documented, and yet records do not always explain why the situation was treated as urgent, including the immediate risk, why it could not be delayed or what further damage may have occurred if no action was taken. When spending exceeds normal approved limits or is later questioned by owners, that missing detail becomes difficult to justify without a clear account.

Something often missing from records is context. Minutes may confirm that a cost or repair was approved, but not explain what led to that decision. It’s not always clear whether multiple quotes were considered, whether timing influenced the outcome or whether professional advice was factored in. Without that detail, the decision might be listed, but the reasoning is not, which makes it harder to explain later.

Not every gap in documentation comes from oversight. Some relate to how decisions are handled when personal interests are involved. In NSW, strata committee members are required to disclose any pecuniary interest in matters under consideration, including situations where a member may benefit financially, directly or indirectly. At times, these conflicts are known informally but are not formally declared or recorded in the meeting minutes as required.

The next step is not always clearly captured in the records. Once a conflict is disclosed, the member must not be present for the discussion or vote on that matter. Under legislation, the records should show that the member abstained and was not involved in the decision-making process.

Failure to document these conflicts is not just a matter of best practice; it is a legal requirement. If not properly recorded, decisions can be challenged and may be invalid. This creates risk for the committee and can lead to disputes or escalation through NSW Fair Trading or NCAT.

Documentation in strata is often treated as purely administrative, but administrative matters are what keep things moving. When records are incomplete, decisions become harder to follow, actions are questioned, and issues take longer to resolve. Small gaps don’t stay small for long, especially when committee members change or someone needs to look back on what was done and why.

At All Suburbs Strata Management, we understand the importance of compliance and documentation, and how it supports clear decision making, reduces unnecessary disputes and gives owners confidence in how their scheme is run. With more than 40 years of experience across residential, community, commercial and industrial properties, our team brings the knowledge needed to support organised, well-managed strata communities.

If your current strata manager is not meeting expectations, contact our experienced team to discuss your options. We can assist with a smooth and straightforward handover.