The template to add an item to the agenda
It is the only way for an owner or a condo board to make the meeting decide on a subject the managing agent did not include. It still has to arrive before the notice goes out, and to be worded as a votable resolution.
The rule comes down to two conditions
One or more owners may, at any time, notify the managing agent of a question they want added to the agenda. The agent is bound to add it — provided the request reaches them before the notice is sent.
The second condition is more often overlooked: the question must be worded so it can be put to the vote as it stands. A grievance is not a resolution, and a vague item will go on the agenda without being usefully votable.
What the request must contain
- A resolution worded affirmatively, ready to be voted.
- The documents needed for the decision, attached to the request.
- The applicable majority, if you know it.
- Recorded delivery, several weeks ahead.
A request arriving after the notice has gone out is not lost: it is carried over to the following meeting. So allow plenty of time, and do not wait to know the meeting date before sending it.
Word template
Request to add an item to the agenda — [subject]
Recorded delivery with acknowledgement — [place], [date]
Replace the items in brackets. The heart of the document is section 4: it is the resolution as it will be put to the vote, not a summary of what you would like.
1. Header and recipient
Your details as an owner, or those of the condo board, and the agent’s.
[Name, lot no., address] / [Firm, name of the property manager]
2. Subject line
One line identifying the step unambiguously.
Subject: request to add an item to the agenda of the next general meeting
3. The legal basis
A reminder of the text the request rests on, which obliges the agent to add it.
Article 10 of decree no. 67-223 of 17 March 1967
4. The proposed resolution
The exact text put to the vote, worded affirmatively. It is what the notice will reproduce.
Proposed resolution: “The general meeting resolves [precise wording, priced if needed].”
5. The background
What prompts the question: the observation, its date, what has already been asked. Factual and dated.
[Statement of facts, dates, earlier exchanges]
6. Attachments
Quotes, photos, letters: what will let the meeting decide with full knowledge, and what the notice will have to carry.
Attached: [list]
7. Request and signature
The explicit request to add the item, and the applicable majority if you know it.
I ask you to add this item to the agenda — article [24 / 25 / 26] majority
Keep the acknowledgement of receipt: it proves the request reached the agent before the notice was sent.
Get the template by email
One email address and the document is yours. The download opens right below.
A well-put question rests on twelve months of facts
What carries a resolution is not its wording: it is the file behind it. The quote received in March, the incident reported in June, the reminder left unanswered. CoproHarmony keeps that timeline and hands it back when it comes to drafting.
Date the facts
Every observation and exchange stays attached to its subject.
Gather the documents
Quotes and photos are attached to the request without hunting for them.
Follow what happens
From request to vote, everything stays in one place.
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