Are email mails offical condo recrods

In most cases, emails exchanged between condo owners, board members, or management companies are not considered official records of a condominium association. Here's why:

  1. Lack of formal documentation: Emails are informal and lack the formalities of a written document, such as a resolution, meeting minutes, or a formal letter.
  2. No official signature: Emails are typically sent without a formal signature, which is a requirement for official documents.
  3. No official storage: Emails are often stored on personal devices or in email accounts, which may not be considered a secure or official storage location.
  4. No official retention: Condo associations are required to retain certain documents for a certain period, such as meeting minutes, financial records, and bylaws. Emails may not be retained in accordance with these requirements.

However, there are some exceptions:

  1. Emails that are printed and signed: If an email is printed, signed, and dated, it may be considered an official document.
  2. Emails that are part of a larger document: If an email is part of a larger document, such as a meeting minutes or a resolution, it may be considered an official record.
  3. Emails that are specifically designated as official records: Some condo associations may designate certain emails as official records, such as emails related to important decisions or actions taken by the board.

To ensure that emails are considered official records, condo associations should:

  1. Use a formal email template: Use a template that includes a formal header, footer, and signature block.
  2. Include a formal subject line: Use a subject line that clearly indicates the purpose of the email.
  3. Use a secure email account: Use a secure email account that is accessible only to authorized personnel.
  4. Retain emails as official records: Retain emails as official records, either electronically or in a physical file, for a specified period.

In summary, while emails may not be considered official records in and of themselves, they can be used as evidence or incorporated into official documents. Condo associations should use formal email templates, include a formal subject line, use a secure email account, and retain emails as official records to ensure that they are considered official documents.