A housing company must submit its administrative information to the Residential and Commercial Property Information System. Administrative information includes but is not limited to information about renovations and housing company loans. This obligation to submit information applies to housing companies, building managers and loan providers.
Housing companies’ administrative information must be submitted to the Residential and Commercial Property Information System by 30 June 2026 at the latest. The housing company and loan providers are responsible for the accuracy of the information. The administrative information of a housing company must be kept up to date. The information must be updated after the annual general meeting or at least once a year. The information must be checked to ensure that it is up to date every time the housing company issues a building manager’s certificate.
Housing companies and building managers can use the information in the Residential and Commercial Property Information System in the housing company’s administration. Loan providers and estate agents can take advantage of the information during housing transactions and lending.
How is the information submitted to the Residential and Commercial Property Information System?
Professional building managers using a building management system can submit the administrative information of the housing company through their building management system. Read more about submitting information via a building management system.
Building managers who do not have a management system at their disposal must submit the housing company’s administrative information via the National Land Survey of Finland’s e-service, which is free of charge. The e-service will be opened in December 2025. Read more about submitting information via the e-service.
What information must housing companies and building managers submit?
- Information about maintenance and modifications, i.e. the housing company’s projects and renovations reported by apartment owners
- A report on the housing company’s maintenance needs
- Maintenance, plot and capital cost charges
- Apartment-specific loan shares
‘Maintenance and modifications’ refers to renovations, modifications or repairs that must be recorded on the building manager’s certificate.
Information about a renovation undertaken by the owner of an apartment must be submitted to the Residential and Commercial Property Information System if it concerns structures owned by the housing company, such as a kitchen or bathroom renovation. Renovations that do not concern structures owned by the housing company include painting or wallpapering a wall, for example. Information about a renovation undertaken by an apartment owner is not to be submitted until the housing company has approved the renovation or the renovation has been completed.
The administrative information of housing companies must be submitted to the Residential and Commercial Property Information System by 30 June 2026 at the latest. Once the information has been submitted, the housing company must update the administrative information in the Residential and Commercial Property Information System after the annual general meeting or at least once a year. The information must be checked to ensure that it is up to date every time the housing company issues a building manager’s certificate.
Mutual real estate companies
All mutual real estate companies included in the scope of the Residential and Commercial Property Information System are obliged to maintain their information in the system. If the real estate company has decided to comply with the Limited Liability Companies Act, the real estate company need not submit the administrative information to the Residential and Commercial Property Information System.
Small housing companies
A ‘small housing company’ consists of at most five apartments.
Small housing companies must submit their administrative information if:
- An apartment owner, a loan provider or an estate agent requests the housing company to update its administrative information in the Residential and Commercial Property Information System
- The housing company has taken out a housing company loan
It is recommended that even small housing companies submit their administrative information to the Residential and Commercial Property Information System, however.
The administrative information about the housing company will be useful during apartment transactions. Submitting the information to the Residential and Commercial Property Information System in good time is therefore recommended.
Housing companies managed by one owner
An example of a housing company managed by one owner is a large apartment building where every apartment is owned by a real estate investment company.
Housing companies managed by one owner do not have to submit their administrative information to the Residential and Commercial Property Information System.
What information must loan providers submit?
- Housing company loans taken out for the purpose of new construction or refurbishment
The loan provider is responsible for ensuring that the information about the housing company loan in the Residential and Commercial Property Information System is up to date. Read more detailed instructions on how to submit information.
Apartment owners do not need to submit any information
As the owner of an apartment, you do not need to submit any administrative information about the housing company to the Residential and Commercial Property Information System.
Inform the building manager or the chairperson of the housing company’s board of any renovations in your apartment. Do not submit any renovation information to the National Land Survey of Finland.
If you notice an error in your housing company’s administrative information, ask the building manager or chairperson of the housing company’s board to correct it.