Reference
South African property management glossary
Plain-English definitions of the rental, sectional title, body corporate and HOA terms South African managing agents, trustees and landlords use every day — each with local legal context, a worked example and the primary source. Informational only, not legal advice.
Administrative fundThe body corporate fund that covers a scheme's day-to-day running costs such as insurance, utilities, security and routine maintenance.AGM (Annual General Meeting)The yearly meeting of a community scheme where owners approve the budget, elect trustees and pass resolutions on the scheme's running.ArrearsAmounts a tenant or owner owes that are past their due date, such as unpaid rent or outstanding levies.Body corporateThe legal entity made up of all owners in a sectional title scheme, responsible for managing the common property and raising levies.Community schemeAny development where owners share use of land and buildings under common rules, including sectional title schemes, HOAs, share blocks and retirement schemes.Conduct rulesThe rules governing the day-to-day behaviour of owners, tenants and visitors in a community scheme, such as noise, pets, parking and use of common areas.CSOS (Community Schemes Ombud Service)The statutory body that regulates community schemes, holds their governance documents and resolves disputes between owners and schemes.DebiCheckA South African debit-order system requiring the payer to electronically confirm the mandate up front, reducing disputed and fraudulent debits.Exclusive use areaA part of the common property in a sectional title scheme reserved for the sole use of a particular owner, such as a parking bay or garden.Homeowners association (HOA)An association of owners in a freehold estate or development that manages shared infrastructure and enforces rules through a constitution.Landlord statementA periodic statement from a managing agent to a landlord showing rent collected, deductions and the net amount paid over for the period.Lease renewalThe process of extending or replacing an expiring lease for a further term, usually on revised rent and conditions agreed by landlord and tenant.LevyThe recurring contribution each owner in a community scheme pays to fund the scheme's running costs and reserves.Levy rollThe schedule of monthly levies payable by each unit in a community scheme, set from its participation quota and the approved budget.Managing agentA professional firm appointed to administer a community scheme or rental portfolio, handling finances, levies, maintenance and compliance.Participation quotaEach sectional-title unit's percentage share of the scheme, used to set its levy contribution and voting value.POPIA consentA data subject's voluntary, specific and informed agreement to the processing of their personal information, one of the lawful bases under POPIA.ProxyA written authority allowing one person to attend and vote at a scheme meeting on behalf of an owner who cannot attend.Reserve fundThe body corporate fund set aside for future major repairs and the planned maintenance of common property.Sectional titleA form of ownership where a buyer owns an individual section of a building plus an undivided share of the common property.Special levyAn additional once-off or limited-term levy raised to fund an expense the approved budget does not cover.STSMA (Sectional Titles Schemes Management Act)The 2011 Act that governs how sectional title schemes are managed — covering the body corporate, levies, funds, rules and meetings.Tenant screeningThe process of checking a prospective tenant's identity, credit record, rental payment history and affordability before approving a lease.TPNA South African credit bureau specialising in tenant rental payment profiles, used by landlords and agents to screen applicants and track behaviour.Trust accountA separate bank account a property practitioner must keep for clients' money, ring-fenced from the firm's own funds and audited annually.TrusteeAn owner or appointee elected to the body that manages a sectional title scheme's day-to-day affairs on behalf of all owners.Work orderAn instruction authorising a contractor or staff member to carry out a specific maintenance or repair task at a property.