Guidance on preparation and handover of apartment building dossiers under latest regulations in Vietnam

Guidance on preparation and handover of apartment building dossiers under latest regulations in Vietnam​ (Image from the internet)

Guidance on preparation and handover of apartment building dossiers under latest regulations in Vietnam

According to Article 10 Circular 05/2024/TT-BXD guiding the preparation and handover of apartment building dossiers in Vietnam as follows:

- The apartment building owner must prepare apartment building dossiers in accordance with Clause 2, Article 119 of the Housing Law 2023 as follows:

+  For  houses  in  urban  and  rural  areas  established  before  July  01,  2006,  there  must  be  documents  proving  the  legal  establishment  of  the  house  or  a  declaration  of  information  about  the  house  in  accordance  with  the  housing  law;+  For  houses  in  urban  areas  established  from  July  01,  2006,  the  housing  records  include  documents  proving  the  legal  establishment  of  the  house;  documents  identifying  the  consulting  unit,  the  construction  unit,  design  drawings,  layout  drawings  of  the  house,  land  documents,  completion  records  according  to  construction  law  (if  any);

+  For  houses  in  rural  areas  established  from  July  01,  2006,  the  housing  records  include  documents  proving  the  legal  establishment  of  the  house  and  design  drawings,  layout  drawings  of  the  house,  land  documents  (if  any);

+  For  housing  projects,  the  housing  records  include  the  investment  project  records  and  completion  records  according  to  construction  law.

- The investor is responsible for preparing apartment building dossiers according to construction law.

For apartment buildings with no archived records, the investor must re-establish the completion records of the apartment building construction as per construction law. If there is no investor, the apartment building Conference shall assign the Management Board to hire a competent unit to prepare the apartment building dossiers again; the cost of hiring the competent unit shall be contributed by the apartment building owners.

- Within 20 days from the date the Management Board or the representative managing the apartment building (for cases where no Management Board is required) issues a written request to the investor to hand over the apartment building dossiers, the investor is responsible for handing over 02 certified copies of the records to the Management Board. The apartment building dossiers handed over to the Management Board include the following documents:

+  Completion  drawings,  layout  drawings  of  the  apartment building  construction  (with  the  drawing  list  attached)  according  to  construction  law;

+  Equipment  origin  records,  installation  contracts  of  equipment  in  the  apartment building  signed  with  the  installer;

+  Records  of  acceptance  for  completion  of  the  wastewater  treatment  system;

+  Operation  and  exploitation  procedures;  maintenance  procedures;

+  Notice  of  acceptance  of  the  completion  results  of  construction  items,  apartment building  construction  from  the  specialized  construction  authority  according  to  construction  law;

+  Layout  drawings  of  parking  areas  prepared  by  the  investor  based  on  the  project  records  and  design  approved  by  the  competent  authority,  clearly  delineating  parking  areas  for  owners,  users  of  the  apartment building,  including  parking  spaces  under  the  common  ownership  and  use  rights  of  apartment building  owners,  car  parking  spaces,  and  public  parking  areas.

- Before handing over the apartment building dossiers, the investor and the Management Board or the apartment building management representative must inventory the equipment, delineate the actual common ownership area of the apartment building according to the Housing Law 2023; the handover of apartment building dossiers and the actual present state must be recorded in a document signed by the involved parties.

If it is not possible to inventory the equipment and clearly delineate the common ownership area, the investor and the Management Board shall record the current status of the equipment and the management and use status of the common ownership area of the apartment building, and proceed with the handover of apartment building dossiers; if the parties cannot document this, one or both parties may request the commune-level People's Committee (hereinafter referred to as commune-level People's Committee) where the apartment building is located to organize the inventory and prepare a document to hand over to the Management Board.

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