The general meeting notice template
Eight sections, none of which can be missing without weakening the whole meeting. This is the document the condo board reads before it goes out — twenty minutes that save a year of litigation.
What a notice must contain
The notice is not an invitation: it is the act that makes the meeting valid. Served at least twenty-one days before the session, it fixes the agenda, and the meeting will be able to vote on nothing else.
The period runs from the first delivery attempt of the recorded letter, never from posting. It is the most common ground for annulment, and the easiest to prove since the acknowledgement carries the date.
The particulars that cannot be missing
- Exact date, time and place of the meeting.
- The agenda, item by item, worded so it can be voted.
- The documents required for each item, attached and not merely announced.
- How and when the supporting documents for the charges can be inspected.
Serving a notice electronically requires the owner’s express prior consent. Without that consent, only recorded delivery or hand delivery against signature counts as service.
Word template
Notice of the general meeting of [date]
Co-ownership [name] — [address] — served on [first delivery date]
Replace the items in brackets. One rule governs the whole document: what is not in the notice cannot be voted, and what is not attached to it cannot be relied on.
1. Header and recipient
Identity of the association, the agent’s contact details, name and address of the owner concerned. Each owner is served individually.
[Co-owners’ association — name, address] / [Owner — name, address]
2. Date, time and place
The three details that make the meeting identifiable. An approximate address is enough to have a meeting annulled.
On [date] at [time], at [full address of the venue]
3. Means of attendance
In person, by proxy, by postal vote, remotely: whatever is available must be announced here.
Attendance in person / remotely via [technical means] / postal vote
4. Agenda
One item per resolution, worded affirmatively so it can be put to the vote as it stands, with the applicable majority stated.
Resolution 1 — [wording] — article [24 / 25 / 26] majority
5. Attached documents
Accounts and annexes, budget, competing quotes and contracts, draft managing agent contract: each item listed calls for its own documents.
Attached: [exhaustive list]
6. Postal voting
The form travels with the notice. It states the deadline for the agent to receive it, failing which the vote is set aside.
Form attached — to be returned before [date]
7. Inspecting the supporting documents
Place, days and times at which the supporting documents for the charges may be inspected between the notice and the meeting.
Inspection at [place], from [date] to [date], by appointment on [phone]
8. Service particulars
Method of service and date of first delivery: this is what will later prove the period was respected.
Recorded delivery with acknowledgement, first presented on [date]
Count twenty-one clear days between first delivery and the date of the meeting, and post at least four days before that limit.
Get the template by email
One email address and the document is yours. The download opens right below.
The notice is prepared all year round
What makes a notice hard to write is not its particulars: it is finding the quotes, incidents and owner requests accumulated over twelve months. CoproHarmony keeps that thread and hands it back when the agenda has to be built.
Record as you go
Incidents, quotes and requests are dated the moment they arrive.
Build the agenda
The board turns up with its items in writing, before the notice goes out.
Archive the notice
It stays available with its annexes, including for the next board.
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