Running a strata scheme comes with legal duties and deadlines. Here is a practical compliance checklist and annual calendar so your committee stays on the right side of the law.
General guidance for 2026 — not legal advice. Strata management is governed by the Strata Management Act 2013 & Regulations 2015; confirm with your COB or a lawyer. JMB/MC needs maintenance or renovation works? Ask us →
Compliance protects residents’ safety, the building’s value and the committee from liability. Missing a fire certificate or skipping the AGM are not small slips — they carry real consequences. Use this as your running checklist and calendar for 2026 and beyond. A committee that treats compliance as a priority — not an afterthought — runs a safer building, faces fewer owner complaints, and is far less likely to attract the attention of the Commissioner of Buildings.
| Certificate / requirement | Purpose | Who arranges |
|---|---|---|
| Fire certificate / Bomba compliance | Fire systems, alarms, hydrants, escape routes | JMB/MC (engaged contractor) |
| Lift inspection certificate (DOSH) | Lifts need a valid certificate of fitness | JMB/MC (licensed lift company) |
| Water-tank cleaning | Periodic cleaning for water quality | JMB/MC (licensed contractor) |
| Genset, pumps & equipment servicing | Safety & reliability of common assets | JMB/MC (service contract) |
Calendar every certificate expiry date. A lapsed fire certificate or an uncertified lift is a safety risk and exposes the committee to liability if an incident occurs.
Hold the AGM (and EGMs as needed), keep minutes of every meeting, and maintain all registers and statutory forms →. Give proper written notice for every meeting, using prescribed forms where required.
| When | Task | Who leads |
|---|---|---|
| Ongoing monthly | Bill & collect charges, pay bills, supervise services, log complaints | Management / agent |
| Before renewals lapse | Insurance, Bomba, lift CF, service contracts | Secretary / agent |
| 2–3 months before AGM | Close accounts for the year, commission audit | Treasurer / auditor |
| 4–6 weeks before AGM | Prepare budget, draft notice and agenda, circulate accounts | Secretary |
| Annually | Hold AGM, elect committee, approve budget/charge/insurance | Committee |
Issue and collect charges, pay suppliers on time, supervise security and cleaning standards, log maintenance requests and repairs, follow up arrears, and hold committee meetings as needed to review operations. Monthly committee meetings are good practice for schemes with significant activity. At each meeting, review the arrears list, any pending maintenance issues, and upcoming renewal deadlines. Keeping these reviews short and regular is far better than letting issues accumulate to a quarterly or ad-hoc meeting.
Most of these gaps come from a lack of a visible calendar and clear ownership. Assign each renewal to a named committee member or the managing agent, with a lead time that gives at least 60 days to arrange the renewal before the certificate expires.
Lapsed safety certificates risk lives and expose the committee to personal liability if an incident occurs; skipping AGMs or audits breaches the Act and can draw COB action and owner complaints. The Commissioner of Buildings can direct, fine, and in serious cases appoint a managing agent to take over. Non-compliance is also a factor that reduces buyer confidence when units are sold. A building with an up-to-date compliance record is a materially better proposition for buyers and tenants than one where the Bomba certificate has lapsed and the accounts are years behind. The financial and reputational costs of non-compliance almost always exceed the cost of maintaining it properly.
A good managing agent tracks renewal dates, arranges the audit, prepares AGM documents, and keeps the compliance calendar up to date automatically. For committees that struggle with capacity, a professional agent removes the compliance risk. See managing agent vs self-managed →.
Whether the scheme is self-managed or uses an agent, the committee chairman and secretary should jointly own the compliance calendar — and review it at every committee meeting. A simple spreadsheet with certificate names, expiry dates, and lead times for renewal is all it takes to stay ahead of every deadline. Failing to renew a fire certificate is not a bureaucratic oversight — it can void the building’s insurance and expose the committee to personal liability in the event of a fire. The effort to maintain the compliance calendar is trivially small compared to those consequences. Owners should support this effort by attending AGMs, reading the accounts, and asking about compliance status — an informed owner base keeps the committee accountable. For the records that need to be maintained alongside compliance, see strata forms and registers →.
This guide cites Malaysian legislation and official bodies. Always confirm current rates and rules with the official source:
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