Running a JMB or MC means keeping proper records — not optional, it’s the law. Here are the registers, accounts and statutory forms your committee must maintain.
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 →
Good record-keeping is the backbone of a well-run scheme — it keeps the committee accountable, makes audits and handovers smooth, and protects against disputes. The Strata Management Act 2013 → and Regulations 2015 make several records mandatory. Neglecting them leaves the committee exposed and the building harder to manage.
Owners can inspect them, auditors rely on them, the COB can demand them, and the next committee inherits them. Poor records are the most common red flag in a struggling scheme. When a dispute arises — over arrears, a contractor payment, or a meeting resolution — it is the written record that settles it. A committee that cannot produce records has very little defence against an owner complaint or COB investigation.
The strata roll lists every parcel, its owner, share units, and contact details. It is the master register for billing charges →, issuing notices, and determining voting rights →. Keep it current as units change hands. When a parcel is sold or transferred, the register must be updated promptly so that the new owner receives bills and meeting notices and can vote.
Keep minutes of every AGM, EGM and committee meeting, recording attendance, resolutions passed, and decisions. These are the legal record of what the body agreed — essential if a decision is challenged. Minutes should be confirmed at the next meeting and signed. Resolutions that change the by-laws, set the charge, or approve major expenditure are particularly important to record accurately.
Maintain an inventory of the movable property and common-area assets (pumps, gensets, CCTV, furniture), plus contracts and warranties. This matters for insurance, the sinking-fund plan, and handover. Review the inventory periodically — equipment ages, warranties expire, and contracts end.
The Regulations 2015 prescribe numbered Forms for key actions — for example notices of general meetings, the strata roll format, and recovery notices. Use the correct prescribed form so the action is valid; a managing agent or the COB can advise which form applies.
| Type of action | Requires a prescribed form? | Note |
|---|---|---|
| Notice of AGM or EGM | Yes — prescribed form in Regulations 2015 | Must include agenda & proposed resolutions |
| Strata roll format | Yes — prescribed format | Must be kept current with each ownership change |
| Demand for unpaid charges | Yes — recovery notice format | Required before legal action |
| Minutes of meetings | No prescribed form, but content requirements apply | Must record attendance, resolutions, decisions |
| Renovation approval | Scheme-specific; COB may advise | Must be in writing; retain copies |
Parcel owners have the right to inspect the registers and accounts. A transparent committee makes records readily available — refusing access is itself a red flag and a ground for a complaint to the COB →. Some records may be inspected at the management office during office hours; the committee should make the process clear to owners who request access.
| Record type | Minimum retention |
|---|---|
| Financial records, bank statements | Several years as required by the Regulations |
| Minutes of meetings | Permanently — they are the legal history of the body |
| Strata roll | Continuously maintained; historical versions kept |
| Contracts and warranties | Duration of contract + warranty period |
Every committee change and every JMB-to-MC transition must include a full records handover. The incoming committee should sign a receipt for everything transferred. Incomplete handovers are a leading source of disputes and financial gaps — insist on a complete set at every transition. See developer-to-JMB handover → for the documents a developer must pass to the JMB.
The best committees treat records as an ongoing asset, not a compliance chore. Properly kept accounts, minutes, and an up-to-date strata roll make every aspect of building management smoother — from sending meeting notices to defending a COB inquiry. If your scheme has gaps in its records, start filling them in now rather than waiting for a crisis to expose them. A managing agent can help establish a proper records system if the committee is starting from scratch — see managing agent vs self-managed →.
The strata roll in particular is often neglected — units change hands and the register is never updated, meaning bills go to old addresses and voting lists are wrong. Designate one person (the secretary or management staff) to update the roll every time a new owner registers, and require new owners to submit a simple notification form. This small discipline pays dividends at every AGM and whenever the management needs to serve a notice or enforce a by-law against a specific parcel. For the full compliance picture of what a committee must do each year, see the JMB/MC compliance checklist →.
This guide cites Malaysian legislation and official bodies. Always confirm current rates and rules with the official source:
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