Unpaid common expenses are not just the manager’s problem. When one or two owners do not pay, the building struggles to cover electricity bills, lift maintenance or heating oil, and the burden falls on those who do pay. Here is what can be done, step by step.
Step 1: Prevention through transparency
Most delays are not due to bad intent but to uncertainty: “Why am I paying this much?” A detailed statement with a clear due date and payment options (e.g. an IBAN with the apartment code as reference) significantly reduces arrears.
Step 2: Reminder
A few days after the due date, send a friendly reminder by email or message. Mention the amount, the period and how to pay. In most cases this is enough.
Step 3: Formal written notice
If the debt builds up, send a written notice with a detailed statement of the amounts owed per month. Keep proof of sending. This documentation will be needed if the matter goes to court.
Step 4: Inform the general assembly
The manager acts on behalf of all owners. For serious arrears it is good practice to inform the general assembly and decide on next steps, such as instructing a lawyer.
Step 5: Legal action
Common expenses can be claimed in court. In practice, the payment order procedure (diatagi pliromis) is often used, based on the building regulations and the common expenses statements. The requirements depend on the case, so work with a lawyer.
What to avoid
- Taking matters into your own hands: cutting off services, locking areas or similar actions without legal basis can backfire on the manager.
- Public shaming: do not post the names of debtors at the entrance. Sharing personal data must be limited to what is strictly necessary.
- Incomplete records: without a detailed history of charges and payments, a claim becomes difficult.
Fewer arrears with BeeManager
The best prevention is transparency. With BeeManager every resident receives a detailed PDF statement on time, which reduces disputes and late payments.
Note: this article is for information only and is not legal advice.