The general meeting brings together condominium co-owners at least once a year to make decisions necessary for the proper management of the building. Whether you are a seller or a buyer, understanding its role and rules is essential for managing your real estate project with confidence. Notice of meeting, proceedings, voting, meeting minutes: discover everything you need to know about this key decision-making body.

In Summary

• The condominium general meeting is a mandatory meeting held at least once a year to vote on key decisions: budget, works, contracts, approval of accounts, and building management.
• The notice of meeting must be sent at least 21 days before the meeting, including the detailed agenda and supporting documents, allowing co-owners to vote with full knowledge of the issues.
• Decisions are adopted according to different majority thresholds: simple majority, absolute majority, double majority, or unanimity, depending on the importance of the resolution.
• The general meeting minutes are an essential document for co-owners, sellers, and buyers, as they provide information on approved decisions, upcoming works, and the overall situation of the condominium.

Notice of Meeting: Deadlines, Agenda, and Supporting Documents

Legal Deadline and Electronic Notice

The property manager must send the notice of meeting at least 21 days before the meeting date, in accordance with Article 9 of the 1967 Decree. This period begins on the day following the delivery of the registered letter and may be longer if required by the condominium regulations.

Since the ELAN Law and the 2020 Ordinance, notices may also be sent electronically, provided the co-owner has expressly agreed. This digital approach facilitates communication and allows information to be distributed more quickly while maintaining the same legal guarantees as paper delivery.

Agenda and Documents Attached to the Notice

The agenda must clearly specify each item submitted for voting: resolutions, maintenance or construction contract proposals, and the provisional budget. Each item must be presented as a separate resolution and voted on individually by the co-owners.

The property manager must attach several documents to the notice: the financial statement and management accounts when the accounts are to be approved, the draft provisional budget, and quotations for proposed works. For sellers and buyers, these mandatory condominium documents are essential for anticipating future charges and assessing the financial health of the building.

General Meeting Proceedings: Attendance Sheet, Meeting Secretary, and Resolutions

Attendance Sheet and Role of the Meeting Secretary

On the day of the general meeting, each attending co-owner must sign the attendance sheet upon arrival. This mandatory document records all participants (physically present, represented by proxy, attending by videoconference, or voting by mail) and confirms the validity of the meeting. Its absence may result in the meeting being declared invalid.

At the beginning of the meeting, the co-owners appoint a chairperson by simple majority. The chairperson verifies the attendance sheet, leads discussions, and ensures compliance with the agenda.

The role of secretary is generally performed by the property manager unless the assembly decides otherwise. The secretary drafts the minutes, records the results of each vote, and notes any reservations expressed by co-owners.

Miscellaneous Questions and Resolutions Submitted to a Vote

Each item on the agenda is presented as a resolution submitted for voting. The chairperson presents the proposals (works, budget, contracts), and participants vote according to the majority rules established by law. Approved resolutions are binding on the entire condominium and apply to all co-owners, including those absent from the meeting.

At the end of the agenda, miscellaneous questions may be discussed, but no decisions may be taken on matters not included in the original agenda. The condominium council may provide clarification on technical issues before the final vote.

Key Stages of the Meeting

• Signing of the attendance sheet
• Election of the chairperson and appointment of the secretary
• Review and discussion of each resolution
• Voting and counting of results
• Closing of the meeting and signing of the minutes

Voting at a General Meeting: Quorum and Majority Rules

Simple Majority, Absolute Majority, and Double Majority

Contrary to a common misconception, there is no quorum requirement in a condominium general meeting. The meeting may proceed as soon as one co-owner is present. However, decisions are adopted according to four clearly defined majority thresholds.

A simple majority (Article 24) corresponds to the majority of votes cast by co-owners who are present, represented, or voting by correspondence. It applies to routine decisions such as account approval or maintenance work.

An absolute majority (Article 25) requires the majority of votes of all co-owners, whether present or absent, and applies for example to improvement works.

A double majority (Article 26) requires a majority of co-owners representing at least two-thirds of the voting rights for major structural decisions. Finally, unanimity is required to change the purpose or use of the building.

Voting by Correspondence and Electronic Voting

Since the ELAN Law, co-owners may vote by correspondence before the general meeting using a form attached to the notice. This system facilitates participation by absent co-owners while ensuring accurate vote counting.

Electronic voting is also authorized as a modern alternative. Both methods are included in the majority calculations in the same way as in-person or proxy voting and allow everyone to participate in decision-making without attending physically.

Proxy Voting, Absence, and Participation by Videoconference

Giving a Blank Proxy or Appointing a Representative

Unable to attend your condominium’s general meeting? You may authorize a trusted person to represent you and vote on your behalf. The proxy form is generally attached to the notice sent by the property manager.

You may appoint any representative, whether a co-owner or not, except the property manager and their employees. It is also possible to provide a blank proxy. In this case, no specific representative is designated, and the chairperson of the meeting will choose who will represent you.

Maximum Number of Proxies and Tenant Participation

A single representative may hold up to three proxies without restriction. Beyond that, the law limits their representation to 10% of the condominium’s voting rights, except in certain small condominium associations.

Since the ELAN Law, co-owners may also participate remotely through videoconferencing or any other electronic communication system that guarantees their identification. This solution greatly facilitates participation for those unable to attend in person.

As for tenants, they have no voting rights but may attend the general meeting when issues directly concerning them are discussed.

General Meeting Minutes: Challenges and Cancellation

Contents and Distribution of the Minutes

The minutes are the official document recording all decisions taken during the general meeting. They include each resolution voted upon, the voting results, and the names of co-owners who opposed or abstained. The property manager must send the minutes within two months following the meeting, by registered mail with acknowledgment of receipt or electronically.

For buyers, reviewing the minutes from the last three general meetings is an essential step before purchasing a condominium property. These documents help identify approved works, future charges, and the overall management condition of the building.

Challenging, Cancelling, and Non-Compliance with Decisions

If you believe a decision is irregular, you have two months from the notification of the minutes to bring the matter before the judicial court. The challenge must be filed against the condominium association and requires legal representation. Only co-owners who voted against the resolution or were absent may initiate this procedure.

If the minutes are not notified, the limitation period extends to five years. A decision approved during the general meeting becomes binding on all co-owners immediately upon the closing of the meeting, even if the minutes have not yet been distributed. Failure to comply with a decision may result in sanctions and legal action.

Extraordinary, Special, or Unheld General Meetings: Is a General Meeting Mandatory?

Yes. The Law of July 10, 1965 requires at least one ordinary general meeting per year, which must be held within six months following the end of the accounting period. This annual meeting allows co-owners to approve the provisional budget and ensure the proper management of the condominium.

An extraordinary general meeting is convened outside the usual schedule to address urgent matters (emergency works, replacement of the property manager, or decisions that cannot wait). A special general meeting concerns only certain categories of co-owners. These meetings are not mandatory but may be requested by the property manager, the condominium council, or co-owners representing one-quarter of the voting rights.

If the property manager fails to hold the annual meeting, any co-owner may issue a formal notice and then apply to a judge to appoint a representative responsible for convening the meeting and ensuring compliance with the law.

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Conclusion

• The condominium general meeting plays a central role in building management and collective decision-making among co-owners.
• To avoid irregularities, the property manager must respect notice deadlines, provide mandatory documents, and ensure that voting procedures are properly conducted.
• Co-owners have several ways to participate, including proxy voting, postal voting, videoconferencing, and electronic voting.
• Before purchasing a condominium property, it is essential to review the minutes of recent general meetings to anticipate charges, approved works, and potential disputes.
• To buy or sell a condominium property with greater peace of mind, the support of an Optimhome advisor helps you better understand documents, general meeting decisions, and the financial issues affecting the building.

Frequently Asked Questions About Condominium General Meetings

When Must a Condominium General Meeting Take Place?

The ordinary general meeting must be held within six months following the end of the condominium’s accounting period. The property manager must then send the notice at least 21 days before the scheduled date unless the condominium regulations require a longer period. This timetable ensures that accounts and the provisional budget are reviewed on time.

What Are the New Condominium Rules in 2026?

The ELAN Law and recent ordinances have modernized the operation of general meetings. Co-owners may now participate by videoconference or any other electronic communication method that allows identification. Postal voting has also become widespread, and electronic notices are now standard practice. These developments make participation easier and improve accessibility.

Which Template Should Be Used for a General Meeting Notice?

The notice template must include the following mandatory legal information: the location, date, and time of the general meeting; the detailed agenda with each resolution submitted for voting; and all attached documents (accounts, provisional budget, quotations). You can obtain compliant templates from your property manager or from specialized real estate law websites to ensure the validity of your notice.

Author :

​Fabrice DOBRO​WOLSKI - Optimhome Network Development Director

Optimhome offers you personalized support for your real estate project. Benefit from all my advice, based on several years of experience, to ensure the success of your project.