When selling a lot in co-ownership, the notary requests a pre-dated state even before the signature of the compromise. This document gathers the financial and administrative data required by the ALUR law, but its name has no legal existence. Using a blank template in Word allows you to produce it yourself, without waiting for the property manager or paying for additional services.
Pre-dated state Word: what the notary actually expects in the file
We often receive a blank template without knowing which sections are critical. The notary does not check the layout; they verify the presence of three distinct blocks of information.
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The first block is financial: current charges of the lot, payable provisions, amount of the works fund, any unpaid amounts from the seller, and overall debts of the co-ownership. The second block covers the organization of the co-ownership: regulations, descriptive state of division, minutes of the last three general assemblies. The third block concerns ongoing procedures and voted works not yet called.
A Word template structured in these three parts meets the requirements of Article L.721-2 of the Construction and Housing Code. If you consult a sample of a blank pre-dated state Word, you will find exactly this division, adapted for manual filling.
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One point to remember: the ceiling of 380 euros including tax only concerns the dated state, not the pre-dated state. The property manager can charge freely for the latter, which justifies filling it out yourself when you have access to the accounting documents.
Filling out the financial section of the pre-dated state without calculation errors
This is the section that blocks the most files. Errors rarely concern the gross amounts, but rather the prorata and distributions by thousandths.
Current charges and quarterly provisions
We start from the budget voted in the general assembly. You need to extract the share corresponding to the thousandths of the sold lot, then calculate the amount of provisions already called and the amount of provisions still due until the end of the fiscal year. A prorata error on the charges blocks the signature at the notary’s office.
Specifically, you open the last call for funds received from the property manager, compare the amount with the voted budget, and check for consistency. If the co-ownership voted a budget in December and you sell in March, only the first quarter has been called.
Works fund and exceptional charges
The works fund (formerly Alur fund) must be included with the balance attached to the lot. This amount is not refundable to the seller, but it must be declared so that the buyer knows what they are getting. Voted works that have not yet been called constitute a separate item: you indicate the share of the lot and the expected call date.
- Check the balance of the works fund on the individual charge statement provided by the property manager or available on the co-ownership extranet
- Report the works voted in the general assembly with the total amount and the distribution by thousandths of the lot
- Mention any unpaid amounts from the seller, including previous charge adjustments that are not settled
- Indicate the collective debts of the co-ownership if they exist (collective loan, supplier litigation)
Source documents to complete a blank Word template
The Word template does not produce anything by itself. Each field refers to a specific document that must be at hand. Without these documents, you fill it out blindly.
The minutes of the last three general assemblies provide the voted budgets, the decided works, and any ongoing legal procedures. The building maintenance log provides information on major works carried out. The synthetic sheet of the co-ownership, which the property manager must make available, summarizes the essential financial and technical data.
Feedback varies on this point: some property managers provide full access to the extranet, while others transmit documents in dribs and drabs. If access is smooth, you can fill out the template in one to two hours. If each document requires a follow-up, the delay increases significantly.
The notary can compile the information themselves
A little-known fact: no text prohibits the notary from producing the pre-dated state from the documents provided by the seller and the property manager. In simple and well-documented cases, some notaries prefer to assemble the data themselves rather than wait for a formatted document. You can therefore send the raw documents to the notary and ask if they agree to handle it.
Concrete errors that lead to the rejection of a pre-dated state by the notary
An incomplete document does not trigger a formal refusal, but the notary will request additional information, which delays the sale. Here are the most common errors encountered in manually filled Word templates.
- Omission of the seller’s unpaid amounts: even a minimal debt must appear, as the notary deducts it from the sale price during the distribution
- Confusion between dated state and pre-dated state: the former is produced by the property manager after the signature of the compromise, the latter is provided beforehand
- Absence of mention of ongoing legal procedures involving the co-ownership
- Amount of the works fund not individualized by lot (the total balance is reported instead of the share)
An incomplete pre-dated state delays the sale without canceling it, but the buyer can invoke a lack of information to renegotiate or withdraw during the legal period.
Word or PDF format: what changes in practice for filling
The Superior Council of Notaries distributes a reference template in PDF format. This form is designed to be printed and filled out by hand or completed via a PDF reader. The Word format, on the other hand, is not an official document: it is a transcription of the same content in a modifiable format.
The advantage of Word is concrete: you can add lines in the charge tables, insert comments, and adjust the layout. The locked PDF imposes fixed fields, sometimes too short to detail an exceptional works item.
The format does not change the legal validity of the document. The notary accepts both, provided that the content covers the three regulatory blocks. You choose Word when the co-ownership has many items to detail, and PDF when the situation is simple and you want to move quickly.
Regardless of the format chosen, you send the file accompanied by supporting documents: minutes of assemblies, charge statements, synthetic sheet. The template alone, without the annexes, will be systematically returned by the notary for completion.