The general meeting minutes template
Eight sections, of which one decides everything: the names of dissenting and abstaining owners. Without it nobody can prove their standing to challenge — and an irregular resolution becomes final.
Why the minutes matter more than the session
The minutes are drawn up at the end of the meeting and signed by the chair, the secretary and the tellers. They are the record of what was decided: a badly transcribed resolution will be carried out as written, not as discussed.
For each resolution they carry the outcome of the vote and the names of dissenting and abstaining owners. It is that entry which opens the right to challenge within two months — reading it before signing is the last useful moment.
What the minutes must record
- The outcome of each vote, resolution by resolution.
- The names of dissenting and abstaining owners.
- The vote count: for, against, abstentions, absentees.
- The officers’ signatures, at the end of the session.
The agent notifies the minutes to dissenting and absent owners within one month of the meeting. Until that notification happens, the two-month challenge period does not begin to run.
Word template
Minutes of the general meeting of [date]
Co-ownership [name] — session opened at [time], closed at [time]
Fill this in during the session, not afterwards. Minutes reconstructed the next day lose exactly what gives them their value: the exact count and the names of those who objected.
1. Header
Identity of the association, date, opening and closing times, place and format of the meeting.
Co-ownership [name] — [date] — [place] — held [in person / by video]
2. Appointment of officers
Chair, secretary and tellers, with the result of the vote that appointed them.
Chair: [name] — Secretary: [name] — Tellers: [names]
3. Attendance sheet
Number of owners present, represented and voting by post, with the corresponding vote totals.
Present: [n] / [votes] — Represented: [n] / [votes] — Postal: [n] / [votes]
4. Applicable majorities
The majority applying to each resolution, announced before the vote so the count is verifiable.
Resolutions [n to n]: article [24 / 25 / 26 / unanimity]
5. Resolutions and outcomes
For each: the wording voted, the count for / against / abstentions, and the outcome. A resolution amended in the room is transcribed as voted.
Resolution [n] — For: [votes] — Against: [votes] — Abstentions: [votes] — [Carried / Rejected]
6. Dissenters and abstainers
The names of owners who voted against or abstained, resolution by resolution. This is the entry that conditions the right to challenge.
Resolution [n] — Against: [names] — Abstentions: [names]
7. Any other business
Exchanges that did not lead to a vote. No decision can be taken there: only information is recorded.
Points raised without a vote: [list]
8. Closing and signatures
Closing time, officers’ signatures, and mention of the annexes attached to the minutes.
Closed at [time] — Signatures: [chair] [secretary] [tellers]
Signed by the chair, the secretary and the tellers before the end of the meeting. The attendance sheet is annexed to these minutes.
Get the template by email
One email address and the document is yours. The download opens right below.
Minutes read better when you have the year in mind
Checking minutes assumes knowing what had been promised: which quote, what amount, which deadline announced. That is what the board no longer has to hand three weeks after the meeting — and what CoproHarmony keeps, dated.
Prepare from the history
Quotes, incidents and exchanges are there when it comes to drafting.
Check before signing
The board reads the resolutions against what was actually decided.
Keep with the annexes
Minutes and attendance sheet stay linked, year after year.
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