Real Estate Broker Records and Registers: What the Law Requires
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In brief — In Quebec, a real estate broker (overseen by the OACIQ under the Real Estate Brokerage Act) must keep prescribed records and registers and maintain them: a file for each brokerage contract, registers of contracts and transactions, and an accounting register for funds held in trust. Each year, before March 31, a copy of the register is filed with the OACIQ.
Record-keeping is not a formality: it is a legal obligation verified on inspection. Here is the structure to follow.
The mandatory records and registers
The broker (or the agency they are attached to) must keep, among others:
- a file for each brokerage contract ;
- a register of brokerage contracts ;
- a file for each transaction proposal not accepted ;
- an individual register and a file for all transactions ;
- an accounting register for funds held in trust.
When the broker acts for an agency, the record- and register-keeping obligations are delegated to the agency.
Retention
Retention runs from precise anchor points:
- brokerage contracts : from their expiry date ;
- transaction proposals : from the date of the notarized contract ;
- files in litigation (civil, penal, disciplinary or criminal proceedings) : longer, until final judgment.
Confirm the exact period for each document type under the regulation in force before destroying anything.
Annual filing
Each year, before March 31, the broker or agency files a copy of its register with the OACIQ. Records kept current all year make this a simple deadline rather than a stressful one.
Protecting client information
These files contain sensitive personal information (contact details, documents, financial information). Their handling also falls under Law 25: see our guide Law 25 and client data for brokers, and our security and privacy pages.
Analyzing a property for a client
Beyond compliance, a broker benefits from presenting solid numbers. DeedWorth computes the after-tax return of an income property — useful to support a recommendation. Analyze a property with DeedWorth →
FAQ
What records must a real estate broker keep? A file for each brokerage contract, a register of contracts, a file for each unaccepted transaction proposal, a register and a file for all transactions, and an accounting register for funds held in trust.
Who keeps the records if the broker acts for an agency? The record- and register-keeping obligations are delegated to the agency.
When must the register be filed with the OACIQ? Each year, before March 31.
How long must brokerage records be kept? Retention runs from the brokerage contract's expiry date or the date of the notarized contract; files in litigation are kept until final judgment. Confirm the exact period under the regulation in force.
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For information only, not legal advice. Rules change; confirm your obligations with your governing body or a professional. Last verified: July 2026.