A Form B Certificate can be requested by Realtors, Lawyers, Notaries and Strata Owners.
When a request for a Form B certificate has been made, an email notification is sent to all Strata Council Members.
To process the request click the ‘Orders‘ option on the left side menu bar.
If you see an orange dot on the link, that means there are active Form B and/or a Form F Requests that needs to be processed.
In the Orders section, Click on the Order number to view the Orders Details.
The Order Details section contains all the information about the order.
A Council Member can either upload a Form B or Form F certificate that was created as a PDF using another program, or create a certificate online.
To upload a Form B, click the ‘Upload’ button and upload the file.
To create a Form B online, click the blue ‘+ Create‘ button.
Fill in all of the information requested on the Form B form.
Make sure the correct Strata Lot Number and Strata Unit Number are correct. These numbers will appear on the Form B certificate.
If you need to edit the Strata Lot Number or Strata Unit Number, and Update button will appear when these fields are edited. Change the number and click ‘Update‘ to save changes’.
The Strata Lot Number will appear at the top of the online certificate form.
Simply fill in the form with the information you have on hand and required to generate a proper Form B certificate.
Attach any required documents such as any agreements, amendments, resolutions, notices, work orders, etc.
Check that you have also included the attachments required by the Strata Property Act. Current Rules, Current Budget and the most recent Depreciation Report.
These documents can be added on the Order Details page.
You can add notes and attachments to any Form B certificate, where indicated.
Type in the name of the person who completed the certificate (Council Member / Manager). This name is used to emulate a personal signature on the completed PDF document sent to the person who requested the certificate.
Use the ‘Save form as incomplete’ check box if you do not currently have all of the required information.
Click on ‘Update Form‘ to save the information.
The page will reload on the Order Details page.
Each Form B & Form F requires a secondary signature to be compliant with the Strata Property Act (Self-Managed Strata Corporations).
On the Order Detail page, look for the green ‘Request Secondary Signature‘ button.
Click on ”Request Secondary Signature‘ button to trigger the pop-up window.
Select a Council Member from the drop-down menu to be the Secondary Signatory on the certificate.
Add any extra information and then click the ‘Send Email‘ button.
The Council Member selected will receive an email notification instructing them to review and sign the current Certificate being processed.
The Council Member who has been requested to provide a signature will see the order on the ‘Orders‘ page.
The red dot indicates this order requires their signature. The orange dot indicates the order is still requiring completion.
Secondary Signatory clicks on ‘Edit Form B’ scrolls to the bottom of the form and types their full name into the signature box.
The first signature is listed above.
Click the ‘Update Form’ button to complete the signature.
The Council Member who first signed the certificate will be notified by email when the second signature has been completed.
If you need to add additional documents to the request, look for the green ‘Add Additional Files (s) to Order‘ button on the main ‘View Order‘ page.
Once the requested certificates have been completed, either by using the online Form or uploading a completed certificate, and any additional documents have been added to the order, an orange ‘Complete Order‘ button will appear under the ‘Order Details’ header at the top.
Once you click on ‘Complete Order’, a pop-up prompt will require to choose to either send the request immediately, or send it when the order is scheduled to be complete (Recommended).
One other thing to be aware of is the mini-menu to the right of the Order Details which provides other options to:
- Reschedule Order – This is used to change the due date of the order if more information or time is required to complete. An email message is sent to the to the person who requested the certificate along with the details you provide as to why the order is delayed.
- Cancel Entire Order – Use this option to cancel and refund the entire order. StrataPress Admin will be notified and process a refund with confirmation to the customer.
- Request Undertaking – A letter of undertaking is an assurance by one party to another party that they will fulfil the obligation that had been previously agreed on, but not written into a contract. This only appears if there has been a Form F requested. The Undertaking Request will send a message to the person ordering the Form F (Likely a Lawyer or Notary involved in the conveyancing of the sale). This letter acknowledges that the Seller’s representative on the conveyancing will take responsibility for any outstanding fees owed by the seller that have not been paid prior to the closing of the sale. The recipient of the Undertaking Request is provided a link where they can upload a signed letter of Undertaking, which will be attached to the Order Details page. This signed letter (PDF) can be viewed and downloaded, but can’t be deleted form the order.
If you have any questions about completing a Form B certificate, contact StrataPress at [email protected] or call 250-412-6595.