The general meeting proxy form template
Seven sections, three of which decide whether the mandate is valid: naming the holder, the scope of the proxy, and the signature. A proxy set aside at sign-in is a lost vote and sometimes a resolution that flips.
What makes a proxy valid
Any owner may delegate their voting right to a holder, whether an owner or not. The mandate is given in writing: that is the only form required, but it is required. A verbal agreement does not count.
A holder may not receive more than three delegations — more only if the total votes they hold, their own included, stays under 10 % of the association’s votes. The managing agent, their close family and their employees are excluded.
The particulars without which it is set aside
- The principal’s identity, with their lot and ownership shares.
- The date of the meeting concerned: a proxy covers one session.
- The holder’s name, or an explicit “blank” mention.
- The principal’s date and handwritten signature.
A proxy left blank goes to the chair of the meeting, who distributes it among the owners present. They cannot keep them all: the article 22 ceilings apply to every recipient.
Word template
Proxy — general meeting of [date]
Co-ownership [name] — [address]
Replace the items in brackets. A proxy covers ONE meeting: if the meeting is postponed or reconvened, a new one has to be drawn up.
1. The principal
Surname, first name, address, lot number and ownership shares of the owner giving the proxy.
I, the undersigned [surname, first name], owner of lot no. [number] — [shares] shares
2. The meeting concerned
Date, time and place of the session. A proxy only covers the meeting it names.
General meeting of [date], at [time], at [place]
3. The proxy holder
The holder’s name, or a “blank” mention if you let the chair distribute the proxy.
Give proxy to [surname, first name] / ☐ Blank proxy, to be distributed by the chair
4. Scope of the mandate
The holder votes freely, or according to instructions you set out resolution by resolution.
☐ Free vote on all resolutions / ☐ Instructions set out below
5. Voting instructions
Optional, but useful on sensitive items. A holder who votes against your instructions is answerable to you, not to the association.
Resolution [n]: ☐ for ☐ against ☐ abstain
6. Sub-delegation
You may allow or forbid the holder to pass the proxy to a third party if they cannot attend.
☐ Sub-delegation allowed / ☐ Sub-delegation forbidden
7. Date and signature
The principal’s handwritten signature is essential. A copy or scan works in practice, the original is better.
Done at [place], on [date] — Principal’s signature:
Hand it to the proxy holder or the managing agent before the session opens. Keep a copy: it is the only evidence of what you mandated.
Get the template by email
One email address and the document is yours. The download opens right below.
Proxies are gathered before the meeting, not in the lobby
Gathering proxies assumes knowing who is coming, who cannot, and who has already mandated whom. It is board work that starts three weeks before the session — and that CoproHarmony makes possible by keeping the exchanges in one place.
Know who is coming
Owners’ replies are centralised, not scattered.
Check the ceilings
The proxy count is verified before the session, not at sign-in.
Archive with the minutes
Proxies stay attached to the meeting they belong to.
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