What condo records you’re entitled to see, and how to get them
The books belong to the owners. Massachusetts law says so, and so does 3920’s own Trust.
The law in one paragraph
Massachusetts condominium law, M.G.L. c. 183A, §10(c), requires every condo association to keep certain records “in an up-to-date manner within the commonwealth.” Those records must be “available for reasonable inspection by any unit owner … during regular business hours,” and owners may photocopy them “at the expense of the person or entity making the request.” When a managing agent handles the money, as Thayer & Associates does here, the agent is responsible for keeping the financial records. Records must be kept for at least seven years.
What you can see
- The Master Deed as recorded and amended, and the recorded by-laws.
- The minute book, to the extent minutes are kept. The statute says minutes “shall be made available to unit owners through electronic mail upon request.”
- Records of all receipts and expenditures, invoices and vouchers authorizing payments, receivables, and the related bank statements.
- Replacement reserve fund records and bank statements.
- Audits, reviews, accounting statements, and financial reports.
- Contracts for work or services.
- All current insurance policies.
Separately, §10(d) requires an annual financial report (balance sheet, income and expense statement, fund balances) within 120 days after the fiscal year ends, made available to all owners within 30 days after it’s finished. Buildings with 50 or more units also need a CPA review at least every two years. And §6(a) requires a budget to be adopted at least once a year.
3920’s Declaration of Trust goes further. Section 5.12 says books, accounts and records “shall be open to inspection to … the Unit Owner … at all reasonable times” (page 25).
How long they have
The records statute sets no specific number of days. The standard is “reasonable inspection” during regular business hours. (The “ten business days” you may have heard about applies to a different document, the §6(d) unpaid-charges statement used at closings.) That’s why a dated, written request matters.
What they can withhold
Section 10 itself lists no exceptions, and neither does Section 5.12 of the Trust. If something is withheld, ask the board to tell you in writing what was withheld and why.
How to request records at 3920
- Put it in writing and date it.
- List the specific records and date ranges you want.
- Address it to the Trustees, care of the managing agent, Thayer & Associates, at the on-site management office.
- Cite M.G.L. c. 183A, §10(c) and Declaration of Trust §5.12.
- Deliver it by email, and by certified mail if you want proof. Keep a copy.
- Write down the date it was received. That’s when your request starts.
Sample request
[Date]
To the Trustees, Mystic River Park Condominium Trust, c/o Thayer & Associates, Management Office, 3920 Mystic Valley Parkway, Medford, MA 02155
Under M.G.L. c. 183A, §10(c) and Section 5.12 of the Declaration of Trust, I request to inspect and copy the following records: [e.g., minutes of Trustee meetings for 2025–2026 (by email, please); reserve fund bank statements for 2025; the most recent annual financial report and CPA review; current contracts for (vendor/work)]. Please tell me a date and time during regular business hours when they will be available, and any copying cost. If anything is withheld, please identify it and the reason in writing.
[Your name], Unit [Unit], [Phone/Email]
Download this letter: Word (.docx) | PDF
This is a template to fill in and send yourself; it is not legal advice.
If they don’t respond
The statute doesn’t list a penalty for refusing inspection. An owner’s remedy would generally be a court action to enforce the statute and the Trust. For the annual financial-report and CPA-review requirements in §10(d), the statute specifically says the prevailing party gets reasonable attorneys’ fees. Owners can also pay for their own review or audit, and the association and manager “shall fully cooperate.” This is general information, not legal advice. Talk to a Massachusetts condominium attorney before you go to court.
Caveat emptor.