The letter requesting quotes
Seven elements, in order: the legal basis, the precise request, the deadline, and the line that makes an unanswered letter count at the meeting. To be sent by recorded delivery, never as one more email.
Why recorded delivery, and not another email
The condo board may ask the managing agent for competing quotes on any contract or works. Above the threshold set by the meeting, that tendering is not even a favour: it is compulsory, and the board’s opinion must be sought.
Moving to recorded delivery changes the nature of the request. It carries a certain date, it opens a deadline, and an absence of reply becomes a documented failing — the kind of thing that counts when the agent’s contract comes up for renewal.
What the letter must contain
- The basis: the statute or the clause of the contract.
- The request, worded so it can be checked and priced.
- A reasonable but explicit deadline for a reply.
- A line stating the request will go into the minutes.
Keep the acknowledgement of receipt: it is what dates the request. Without it, an agent can claim the letter never arrived, and the whole timeline collapses.
Word template
Request for quotes — [subject]
Recorded delivery with acknowledgement of receipt — [place], [date]
Replace the items in brackets. Stay factual and dated: a letter that complains is easier to ignore than a letter that asks, cites and sets a deadline.
1. Header and references
Contact details of the board and of the agent, and the reference of the co-ownership.
[Condo board — name, address] / [Firm, name of the property manager]
2. Subject line
One line, unambiguous, so the letter can be filed without being opened.
Subject: request for competitive tendering — [nature of the works or contract]
3. The legal basis
The reminder of the article or clause the request rests on. It is what separates a requirement from a suggestion.
Basis: article 21 of the act of 10 July 1965 — tendering and the condo board’s opinion
4. The context
What prompts the request: a contract rolled over with no comparison, a single quote, an amount above the voted threshold.
[Set out the contract concerned, its date, its amount and the threshold voted by the meeting]
5. The request
Precise and checkable: how many quotes, on what scope, by when.
We ask you to obtain [number] quotes covering [precise scope].
6. The deadline
A date, not a formula. It must leave the agent time to act while allowing the quotes to be attached to the notice.
Please send us these quotes before [date], so they can be attached to the meeting notice.
7. What happens next
The line that changes everything: the request and the reply will be brought to the meeting’s attention.
Failing a reply within that period, this request will be entered on the agenda and in the minutes of the general meeting.
Keep a copy of the letter and the acknowledgement of receipt in the general meeting file. That is what turns a request into evidence.
Get the template by email
One email address and the document is yours. The download opens right below.
One letter is forgotten. A timeline is not.
The force of a request to the agent does not come from its tone, but from what precedes it: the date of the first report, the reminders, the answers given or withheld. CoproHarmony keeps that timeline and lets you present it as it stands at the meeting.
Date every request
Each letter and each reply stays attached to the subject that prompted it.
Chase at the right time
Deadlines are visible; unanswered requests no longer get lost.
Show the record
At the meeting, the timeline replaces the feeling of not being heard.
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