The condominium owners’ meeting is the most important body of a co-ownership community. It is where decisions are made that safeguard the value of the property and regulate communal living. To ensure that the meeting runs efficiently, fairly, and in compliance with the law, good preparation is essential. Sending out invitations, drafting the agenda, and compiling documents early form the foundation for a smooth process.
1. Send the invitation on time and correctly
A meeting begins long before the actual date with the invitation.
- Keep deadlines in mind: For the first invitation, there is no legal requirement, but a reasonable lead time is essential. For a second meeting, the law requires a minimum of ten days. Many regulations stipulate longer periods.
- Check the addressees: All owners must reliably receive the invitation. In cases of joint ownership, it must be addressed to all parties.
- Attach the agenda: Only items properly listed on the agenda can be validly decided. Neglecting this can lead to decisions being challenged later.
2. Draft a clear and precise agenda
The agenda is the heart of the invitation. It defines what can be decided at the meeting.
- Formulate topics as specifically as possible to avoid unnecessary debate.
- For major projects (e.g., renovations, significant investments), include supporting documents or offers.
- Vague wording quickly leads to disputes, especially when owners have different expectations.
3. Include all relevant documents
A proper invitation must be accompanied by complete attachments, such as:
- Annual accounts and budget
- Management report
- Overview of the renewal fund
- Cost estimates or offers for planned works
- Proposals for amendments to the regulations
Well-prepared documents create transparency and shorten discussions on the day of the meeting.
4. Organize proxies early
Many owners cannot attend in person. It is therefore important to remind them in good time about proxies.
- Attach a template form or provide a digital solution.
- Ensure that all proxies are complete before the meeting begins.
- This guarantees that every vote counts, even if some owners are absent.
5. The regulations as the rulebook
Living in a condominium means living in a community. And as in any community, clear rules are essential. These are set out in the regulations and often in house rules.
- Use of special rights (e.g., parking spaces, gardens)
- Cost allocation for shared facilities
- Rules for invitations, procedures, and voting
- Duties of management and procedures for conflict resolution
👉 Taking the regulations into account during preparation reduces the risk of conflicts and ensures a smooth meeting.
6. Clarify procedures and voting in advance
In principle, each owner has one vote. However, special provisions may be set out in the regulations.
- Ties can create deadlock. A good set of rules provides a clear solution, such as a casting vote by the chair or the administration.
- This is especially important in small communities with an even number of voters.
Checking the voting rules in advance helps avoid surprises on the day.
7. Don’t forget practical organization
Beyond legal and organizational points, practical aspects often make a big difference:
- Room reservation: Ensure the meeting space has enough capacity.
- Technology: Test projector, microphone, or online tools if presentations or digital voting are planned.
- Attendance list: A prepared list makes it easier to record attendance and ownership quotas.
Conclusion
A successful condominium owners’ meeting begins long before the day itself. Sending invitations early, drafting a precise agenda, attaching complete documents, and clarifying practical details create the basis for a smooth process.
This turns a mandatory appointment into a transparent, legally sound procedure and preparation into a true success factor for the entire community.
