Find the boundary of your unit and your authority to change it
A surface being inside your apartment does not establish that every layer behind it belongs to you. Start with the declaration and the corporation’s current renovation requirements. Ask which parts of the proposed work affect common elements, shared services or another unit. Windows, slabs, pipes and exclusive-use areas need particular attention to the actual documents.
The Condominium Authority of Ontario explains that exclusive use does not mean private ownership; a balcony is a common example. This article concerns Ontario condominiums. It does not apply the same approval process to a British Columbia strata or a Quebec divided co-ownership. If you are uncertain about a boundary or obligation, resolve that question before commissioning the affected alteration.
Read the documents that apply to this corporation
Obtain the relevant declaration provisions, by-laws, rules, renovation application and any existing alteration agreement affecting the unit. CAO’s governing-document explanation helps identify the different documents. A neighbour’s old approval or an installer’s experience in another tower does not establish the rules for your proposal.
| Subject | Ask management or the board |
|---|---|
| Decision and authority | Who reviews the proposal and who issues the required authorisation? |
| Products and assemblies | Which material, floor-assembly or system requirements apply, and what evidence is requested? |
| Shared services | Who arranges isolation, access, inspections or reinstatement? |
| Working arrangements | Permitted work periods, delivery route, elevator booking and waste removal |
| Contractor documents | Required insurance, trade credentials and contact information |
| Charges and deposits | Basis, purpose, payment timing, deductions and refund conditions |
Present the work clearly enough to review: existing and proposed layout, product specifications, service changes, contractor details and proposed dates. Ask for written clarification if the required evidence is unclear. “Management knows we are renovating” is not the same record as approval of the described work.
Recognise a common-element alteration as a separate commitment
CAO says most owner-proposed changes to common elements require board approval and a formal agreement under section 98 of the Condominium Act. Such an agreement can address costs and ongoing responsibilities. Do not assume that every decorative change inside a unit requires the same agreement, or that approval of one alteration extends to a later, different design.
Before signing, understand what must be maintained, repaired, replaced or insured and by whom. Ask how the agreement is recorded and what documents a future purchaser will need. For significant obligations or a disputed classification, obtain advice on the actual documents. A contractor’s installation price does not include every future responsibility that an alteration agreement may create.
Keep building permission and public approvals distinct
| Process | What it addresses | What it does not replace |
|---|---|---|
| Corporation’s review | Work affecting the unit, common elements and building arrangements under its documents | Required municipal or trade approvals |
| Municipal review | The proposed building work and applicable public requirements | The corporation’s permission for affected property or services |
| Trade-specific requirements | The regulated installation and associated process | The other approvals or the entire renovation contract |
For a Toronto unit, check the City’s permit guidance against the actual scope. Arrange relevant electrical or other specialist requirements with the responsible trade as well. Confirm the necessary approvals before dependent orders or work begin; approval of cabinet colours does not settle an alteration to a shared pipe or structural slab.
Budget refundable security separately from project expenses
| Record | CAD | Treatment |
|---|---|---|
| Booking charge | 150 | Project expense, subject to the confirmed terms |
| Contractor’s protection | 200 | Project expense, counted once in the contractor scope |
| Refundable security deposit | 500 | Cash advanced; refund remains subject to its terms |
| Cash needed at this point | 850 | 350 of expenses plus 500 of refundable security |
Do not describe all $850 as a permanent renovation expense if $500 remains refundable security. Equally, do not treat the expected refund as cash already available. Record when it is returned and any documented deduction. Obtain the basis and written conditions for the actual charges before paying, rather than assuming every building may impose the same fees.
Coordinate products and access before the delivery truck arrives
Send the relevant product and assembly information before ordering. Where the building specifies flooring performance, establish which complete assembly and supporting evidence it accepts. A marketing number for one underlay is not automatically approval of the installed floor. Check heights at doors, appliances and transitions with the responsible installer.
Book service interruptions and deliveries through the building’s agreed process. Confirm who can authorise an isolation and who performs the work; do not let a trade improvise with shared systems. Identify storage, protection of common areas, waste arrangements and what happens if the elevator or access window is unavailable. These details can affect cost even when the unit’s floor area is small.
Finish with an accurate record of improvements and responsibility
CAO’s repair and standard-unit guidance explains why the standard unit definition and governing documents matter for damage and insurance responsibilities. Keep the specifications of your improvements and the relevant alteration records. Ask your insurer about the renovation, occupancy and resulting cover, using IBC’s renovation guidance as a discussion prompt.
- Inspect the agreed result with the contractor and arrange any required specialist or building checks.
- Record defects and missing documents, then recheck corrections.
- Retain written approvals, final drawings, instructions and applicable inspection records.
- Reconcile contractor payments, building charges and the status of refundable security separately.
- Keep a usable handover folder for maintenance, an insurance question or a future sale.
Reno Pro can organise stages, notes, attachments and recorded payments. Keep the corporation’s documents and the actual authorisations in your own archive as well. A completed app stage is an organisational record; it does not expand what the corporation or an authority has approved.
Sources and scope
- Condominium Authority of Ontario — What are governing documents?
- Condominium Authority of Ontario — Common elements and proposed changes
- Condominium Authority of Ontario — Repairs after damage
- Government of Ontario — Condominium Act, 1998
- City of Toronto — When do I need a building permit?
- Insurance Bureau of Canada — Building or renovating: make sure you are properly covered
Sources reviewed on 18 October 2026. All amounts are Canadian dollars (CAD). Worked figures and contingency percentages are editorial teaching examples, not market averages, quotations or prescribed allowances. Ontario and Toronto rules are identified where used; check the rules and requirements for your property and jurisdiction.