How to Request and Demand the Administrative Clearance Certificate in Horizontal Property

The last time I accompanied a friend to sign a deed, the hurdle wasn't the property tax. It was a WhatsApp message from the building management at 7:40 a.m.: “the proof of payment will be ready tomorrow.” The notary appointment was already set. That proof of payment certificate from the building management is required to sell a property in a condo/co-ownership. Leaving it for the last minute is the dumbest way to lose a deal.

According to the active listings on Colombia Move (September 2026), there are 44 apartment ads and 135 in the housing section: many of those deals get stuck exactly here. I would request it with a formal filing receipt, not a voice note.

What the proof of payment certifies (and what shouldn't block it)

Article 29 of Law 675 of 2001 requires the notary to demand the proof of payment of common expenses issued by the legal representative of the complex. It is not a certificate of “everything the management can think of.” It refers to ordinary and extraordinary quotas that have already accrued.

The typical fight: they withhold the document over a disputed noise fine or a scratch on a parking spot. Those sanctions are governed by the building's conduct regulations. The notarial certificate accounts for the expenses. If the quotas are up to date, I would not accept them refusing to give you the certificate “until you pay the fine.”

The same Article 29 creates joint liability between the seller and the buyer for unpaid expenses. That is why serious buyers—and the bank, if there is a loan—refuse to sign blindly. The collection, arrears, and who is responsible before the building association are in how to collect and pay the management fee.

Don't mix it up with the municipal betterment contribution (valorización) clearance: that is issued by the local government entity, not the administrator. The deed folder usually requires both. The municipal map is at how to request the municipal valorización clearance.

How to request it so there is a trail

Article 51, numeral 13, of Law 675 establishes as a function of the administrator to issue the proof of payment when the owner or holder changes. It is not a favor.

The channel I would use: official email or physical filing with a stamp and date. WhatsApp is good for rushing, not for proof. If they later say they “never received it,” a loose chat won't save you at the notary.

• Tower, apartment or house, and whether parking and storage apply.
• Name and ID of the owner or holder.
• Cut-off date (the month of the deed or the handover).
• Receipts for the last ordinary and extraordinary quotas.
• That you are requesting the proof of payment of expenses for property transfer or change of holder.
• Acknowledgement of receipt: filing number, date, and time.

Ask for a signed PDF. If they insist on paper, an original signed by the legal representative. Notaries list it among the requirements for deed signing in co-ownerships, valid for the month of execution, not a certificate from the previous quarter.

Deadlines and fees you shouldn't have to swallow

Law 675 did not set a “three-day” clock in this article. If the request is in writing, the right of petition before private legal entities applies (Law 1755 of 2015, arts. 14 and 32): up to 10 business days for documents and information. That is not “when the accountant gets back from vacation.”

The validity, in practice, is marked by the monthly cut-off. A March certificate is useless for an April deed if the new quota has already been charged. Request it for the month of the signing and update it if the date is pushed back.

Can they charge you an “issuance fee”? The law does not contemplate a discretionary tariff: the administrator already charges fees. A disproportionate surcharge that is not in the budget or the regulations is a toll. The only thing that might make sense is the cost of photocopies if you refuse the PDF. I would reject an invented fee and ask for the assembly meeting minutes or the regulations where it was approved.

Watch out for the administrator who only answers via WhatsApp, loses the filing, and charges to print a sheet. The email with acknowledgement is the clock you can later show the buyer or seller.

If they don't deliver it: notary, petition, and injunction (tutela)

The sale does not fail just because the paper is missing on the day of the signing. Article 29, paragraph 5, allows the notary to authorize the deed with evidence of the filed request and that the acquirer assumes joint liability for pending debts. The buyer inherits the debt. Banks and serious buyers prefer not to sign this way. Use it when the administrator has gone into hiding and the closing cannot wait.

If 10 business days have passed without a response, follow up with the filing number. If they remain silent, Judgment T-333 of 2018 from the Constitutional Court has protected the right of petition for co-owners against private management offices. The legal injunction (tutela) is not the first message: it is for when they shut the door on you.

If the delay caused you to lose the sale, Article 50 opens up civil liability for the administrator due to malice or negligence. You need proof: promise, earnest money, filing, and silence. Do this: file, keep the receipt, take a copy to the notary. Avoid this if you are the buyer: signing “without the clearance and we’ll see.” The joint liability of Article 29 is your debt the next day.

The clearance certificate when handing over a rental

Returning the keys without a management clearance leaves the door open to retroactive charges. The administrator must also issue it upon change of holder. Attach it to the handover record: quotas up to the cut-off, accrued extraordinary fees, and utility meter readings. Without that cross-check, the return of security deposits becomes a tug-of-war. The details on the deposit are at return of the security deposit or rental guarantee.

If the property remains empty and you rent it out again, publish with photos, price, and management rules: in the housing section people look for condos/co-ownerships, not half-finished ads.

Frequently Asked Questions

❓ How much does it cost for management to issue the clearance?

They should not charge you a fee for the administrative process: issuing it is an ordinary function already covered by the fees. The law does not allow for discretionary rates; a surcharge would only make sense if it is approved in the budget or regulations and is limited to the material cost of copies. Reject disproportionate charges without that basis (source: Law 675 of 2001, consulted 2026).

❓ Is it safe to sign like this?

The notary can notarize the document with proof of filing and the buyer's joint liability, according to Article 29 of Law 675 of 2001. The liability for expenses does not disappear: it is inherited by the person who buys. Banks and serious buyers usually refuse. Source consulted in 2026: Law 675, art. 29.

❓ Where to list the property once you have the clearance certificate?

In owner-direct ads and classifieds, with photos, administration fee value, and building rules. Avoid opaque groups where they ask you for a commission to "close" the deal. The certificate is useful to show that there is no hidden debt. Practical source updated in 2026: the same filing proof you used at the notary office.

❓ Is the administration clearance certificate mandatory to sign the deed?

Yes: the notary must require it at the beginning, according to Article 29 of Law 675 of 2001. If the administrator does not provide it, it can be notarized with proof of the filed request and the buyer's joint liability. That does not cancel the sale automatically. Source consulted in 2026: Law 675, art. 29.

❓ How much time does the administrator have to deliver the certificate?

Law 675 does not set a number of days for this certificate. If the request is a petition for documents, Law 1755 of 2015 gives up to 10 business days. A "it'll be out next week" via WhatsApp does not replace that term. Source consulted in 2026: Law 1755, art. 14.

❓ Can they deny me the clearance certificate due to a disputed coexistence fine?

They should not withhold the common expense clearance certificate if the ordinary and extraordinary fees are up to date. The notary certificate accounts for those expenses; non-executed sanctions fall under the coexistence regulations. Source consulted in 2026: Law 675 and doctrine on expenses.