How to prepare a clear maintenance bill for a housing society
04 Nov 2026
Quick answer
Maintenance arrears in a housing society are easier to recover when the statement behind each reminder is beyond argument. Reconcile first, age each flat's dues, separate maintenance from interest, levies and disputed items, and check that every charge has an approved basis. Only then send reminders, starting gently and escalating in recorded steps.
What the law says and what the by-laws decide
Under s.92 of the West Bengal Co-operative Societies Act 2006, the cost of maintaining and repairing common areas is shared among members as prescribed, following the by-laws and municipal rules. Disputes between a member and the society about the society's business go before the Registrar under s.102(1), not a civil court or consumer forum (s.102(4)). The housing chapter of the 2011 Rules includes a heading on recovery of dues, whose content was not checked for this article.
Your by-laws and general body decisions set the billing basis, the due date, any interest on late payment and the steps the committee may take. Check them before any reminder goes out, and quote them on the statement.
Before any reminder: five checks
- Reconcile the bank. Clear unidentified receipts so no one is chased for money already paid. See the reconciliation checklist.
- Check the basis. Each charge on the statement should trace to a rate and a decision; see how to prepare a clear maintenance bill.
- Separate the heads. Maintenance, fund contributions, one-time levies, interest and any tenancy charge each on their own line.
- Park disputed items. If a member has raised a written query, show that item separately as "under review".
- Check who owes. Maintenance sits on the member's account; a tenancy charge under s.93(7) is realised from the tenant. Do not merge them. See tenant fees and owner dues.
Worked example: an aged arrears statement
Example only. Flats, members and amounts are invented. They are not real data.
| Flat | 0–30 days | 31–90 days | 91–180 days | Over 180 days | Under review | Total |
|---|---|---|---|---|---|---|
| A-1 | 5,285 | 10,570 | – | – | – | 15,855 |
| A-4 | 5,285 | – | – | – | – | 5,285 |
| B-2 | 5,285 | 10,570 | 15,855 | – | 2,000 | 33,710 |
| D-1 | – | – | – | 7,450 | – | 7,450 |
| Total | 15,855 | 21,140 | 15,855 | 7,450 | 2,000 | 62,300 |
Reading it: A-4 is one month late and needs a polite note, not a formal letter. B-2 has six months of dues plus a disputed Rs 2,000 levy; the undisputed Rs 31,710 can be pursued while the levy query is answered. D-1's old balance predates the move to new software and should be traced back to the old ledger before anyone is asked to pay it.
What each member's statement should show
- Opening balance and the date it relates to.
- Every bill and every payment since, with dates and references.
- Interest, if any, on its own line with the rate and the by-law or resolution behind it.
- Items under review, shown but not demanded.
- The amount now due, how to pay, and whom to contact with a query.
An escalation ladder
- Statement with a friendly covering note.
- A second reminder after the period your society sets, with the statement updated.
- A formal letter on the society letterhead, signed by an authorised office-bearer, offering a meeting.
- A written payment plan, if agreed, approved as your by-laws require and recorded.
- Any further step under the by-laws or before the Registrar, taken only after advice and a Board decision.
Keep a copy of every statement and letter, with the date it was delivered. Report arrears to the general body in aged totals rather than by name unless your by-laws and advice say otherwise.
Doing this on COOPMAN
COOPMAN keeps the maintenance ledger and payments per unit, so a member's statement can be prepared from the same records the treasurer uses. Formal reminders can be issued with Quick Letter on the society letterhead, which fills in the society's name, address and registration number and issues a numbered letter for print or PDF. See the society management guide.
This article is general information, not legal advice.
Maintenance arrears: frequently asked questions
Can the society charge interest on maintenance arrears?
Only if your by-laws or a general body resolution provide for it, at the rate and from the date stated there. No statutory rate for West Bengal housing societies was verified for this article. Show interest as its own line, never folded into the maintenance figure.
Can we put defaulters' names on the notice board?
It is better not to. Public naming invites disputes over accuracy and privacy, and a single wrong name damages trust in the whole statement. Deal with each member directly in writing, and report arrears to the general body as totals or aged bands, unless your by-laws and legal advice say otherwise.
Can the society cut off water, lift or parking for a member in arrears?
The provisions of the Act and Rules checked for this article do not provide for this. Such steps can cause harm and legal disputes. Take legal advice before considering any restriction on services.
Can the society refuse an NOC to a member with arrears?
No verified rule settles this for all societies. Some by-laws link certain NOCs to a no-dues position. If your society does, give the member an accurate dues statement with the decision so the member knows exactly what to clear.
What should we do with a very old balance nobody can explain?
Do not demand it and do not quietly delete it. Trace it to the old ledger, bills and receipts. If it cannot be supported, put a written proposal to the Board or general body, as your by-laws require, to adjust it, and tell the auditor. Record the decision so the balance does not reappear later.
Sources and review
- West Bengal Co-operative Societies Act 2006, s.92 (rights of members of a housing society) – Indian Kanoon indiankanoon.org
- Calcutta High Court, Vikram Constructions v. Anustup Co-operative Housing Society Ltd., FA 62 of 2023 (21.12.2023), reproducing s.102 calcuttahighcourt.gov.in
- Rule headings index, West Bengal Co-operative Societies Rules 2011 (wbxpress; headings only) wbxpress.com
- West Bengal Co-operative Societies Act 2006, s.93 (restrictions on letting out) – Indian Kanoon indiankanoon.org
Facts checked against the sources listed on 3 October 2026.
Next step: read the society management guide.
