Convening of the general meeting of co-owners
Verified 18 February 2026 - Public Service / (Prime Minister)
The syndicate of co-owners is expressed through the general assembly ordinary or extraordinary. It is during these meetings that decisions related to the management and administration of the condominium are made. A general meeting must therefore be held at least once a year. The setting up of the general meeting requires the sending of a summons. What are the rules applicable to the convening of the general meeting? We present you the information to know.
The obligation to call the co-owners to a general meeting varies according to the size of the condominium and the number of co-owners.
It is thus necessary to distinguish between:
- Buildings that are composed of more than 5 lots
- Small condominiums, i.e. those that include maximum 5 lots for housing, office or commercial use or those whose provisional budget over a period of 3 years, is less than €15,000
- Buildings owned by only 2 co-owners.
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General scenario
The general meeting cannot be held spontaneously. A summons must obligatory be sent to all co-owners of the building.
Small condominiums
In small condominiums, the convening of a general meeting is mandatory for:
- The vote on the provisional budget
- Approval of accounts.
Other decisions may be taken unanimously by the votes of the co-owners on the occasion of a written consultationwithout the need to convene a general assembly.
Building belonging to 2 co-owners
The convening of the general meeting is not mandatory in this case. The 2 co-owners making up the syndicate of co-owners may meet without prior notice to make all the decisions.
It is up to the trustee to call the co-owners to the general meeting. But there are hypotheses in which the president of the union council and co-owners can also send a summons.
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Trustee
The trustee must call the co-owners to a general meeting at least once a year, in which the provisional budget and the works funds shall be voted.
It also has the obligation to convene a general meeting in the following cases:
- Summons requested by the trade union council, if there is one, or by one or more co-owners representing at least one 1/4 of the votes of all co-owners (unless the condominium rules provides for a lower number of votes)
- Summons requested by a co-owner to vote on one or more questions related to his rights and obligations
- In case of Urgent works carried out on the initiative of the trustee and without the authorization of the syndicate of co-owners. The trustee must immediately convene a general meeting to ratify (give his agreement later) the order for works
- In case of technological catastrophe having damaged the common parts of the building. The trustee must convene within 15 days the co-owners to decide on the works for refurbishment.
Please note
The request for a meeting sent by the union council or by one or more co-owners must be sent to the trustee by lRegistered letter with acknowledgement of receipt. The letter must specify the question(s) to be entered in theagenda. The relevant documents (quotation, contract, etc.) for deciding on the questions asked must also be appended to the letter. It is possible to use a template to write your mail:
President of the Trade Union Council
The general meeting may also be convened by the president of the trade union council in 2 cases :
- In case ofimpediment of the trustee, the president of the union council may then call a general meeting to appoint a new trustee.
- In case of refusal or negligence the trustee to comply with the request to convene the union council or one or more co-owners representing at least 1/4 of the votes of all the co-owners. In this case, the president of the union council must give formal notice, by registered letter with acknowledgement of receipt, the trustee must comply with his obligation to convene. In the absence of a response from the trustee for at least 8 days after the first presentation of the registered letter, the general meeting is convened by the president of the union council.
A template letter is available:
Co-owners
The general meeting may be convened by any co-owner in limited cases.
Condominium with a trustee
Any co-owner of a building can call a general meeting if he justifies 4 cumulative conditions following:
- The trustee refuses to comply with the request to convene the union council, if there is one, or one or more co-owners representing at least one 1/4 of the votes of all the co-owners
- There is no trade union council or if the members of this council have not been appointed or if the president of this council does not convene the general assembly,
- A formal notice sent to the trustee and/or the president of the union council to comply with their obligations remained unanswered for at least 8 days
- The co-owner has the authorization of the President of the court of justicethe location of the building to convene a judicial meeting. It is mandatory to be accompanied by a lawyer for this process.
Condominium without trustee
Any co-owner may call a general meeting in the event that the co-ownership does not have a trustee.
This situation mainly concerns the hypothesis of the expiry of the trustee's term of office, his resignation or death.
The General Assembly convened exclusively for purpose to appoint a trustee.
Warning
The absence of a trustee shall not result from a failure to appoint a trustee at a general meeting convened to appoint the trustee. In such a case, the liquidator shall be appointed by the President of the Court of Justice, on request:
- Of one or more co-owners
- Or the mayor of the commune
- Or the president of the public inter-communal cooperation institution competent for housing of the location of the building.
It is mandatory to be accompanied by a lawyer for this process.
Condominium owned by 2 co-owners
When the building belongs to only 2 co-owners, each can call the other to a general meeting specifying the issues on the agenda.
The invitation must be sent to all co-owners.
It is specified that:
- In case ofundivided or dismemberment the right to property (case ofusufruct and bare-property), the summons shall be addressed to the designated common representative
- In the case of lots belonging to spouses common in good, they must all 2 be summoned
- In case of SCI, the summons is sent to the manager of the business.
The timing varies according to the nature of the general meeting:
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Ordinary General Meeting
The summons to theordinary general meeting must be sent within a period allowing the general meeting to be held no later than 6 months after the last day of the previous accounting year.
In practice, to respect the legal notice period of 21 days before the meeting, it is recommended to send the notice 1 month before the expiry of this six-month period.
Extraordinary General Assembly
The summons to theextraordinary general meeting shall be sent as soon as it is deemed necessary or useful.
The summons must be notified to co-owners by electronic means. It may be sent by electronic registered letter or by any secure electronic process, implemented by a service provider guaranteeing the integrity, security and traceability of the shipment.
As an exception, the summons may be notified by:
- Registered letter with acknowledgement of receipt, when the co-owner has requested to receive it by post
- Or by delivery against receipt or sign-in.
Please note
Each co-owner may request, at any time, to benefit from the postal dispatch for the communication of invitations to general meetings. This request can be made by any means that can establish with certainty the date of receipt by the trustee (registered writing, email with proof of receipt, etc.). The request can also be made at the general meeting, the trustee must then mention it on the minutes.
Co-owners must inform the trustee of their change of domicile.
They must communicate the postal address of their new domicile and their email address by electronic means or by registered letter with acknowledgement of receipt.
The deadline for convening the general meeting will vary depending on the urgency of the decisions to be taken.
Normal case
The invitation must be addressed to each co-owner at least 21 calendar days before the date of the general meeting, unless condominium rules has provided for a longer period of time.
The starting point for this period shall be:
- The day after the certified service provider (e.g. ₩24, La Poste service) sends the addressee an email announcing the electronic registered letter
- The day after the day on which the registered letter was first submitted
- The date of registration of the co-owner in case of hand delivery of the summons.
In practice, the summons must be sent at least 1 month before the meeting in order to meet the legal deadline.
Warning
Failure to comply with the notice period, even for a single day, results in the invalidity of the general meeting. However, that penalty is applicable only if a co-owner brings such an application before the court of the place where the immovable is situated. This approach requires the support of a lawyer.
Emergency cases
In case of emergency, the delay may be lower to 21 days. This is particularly the case when the general meeting must take an immediate decision related to the material retention of the building (for example, laying of props in case of partial collapse of the building).
The summons must contain:
- Information on the location, date and time of the meeting
- The agenda specifying each of the questions put to the vote of the co-owners. Each question must be drafted in clear terms and voted on separately.
- The method of consulting the proof of condominium fees before the general meeting
- Place, date and time of consultation of the supporting documents of charges. Between the convening of the general meeting and its holding, the trustee must make available to each co-owner the documents justifying the annual expenses of the syndicate of co-owners (for example, invoices, supply and operating contracts) and a note explaining the calculation of the collective heating, cooling and hot water production costs. This provision must last at least 1 working day.
- The documents necessary for the validity of a decision (e.g. financial statement of the syndicate of co-owners or draft provisional budget or contract of trustee) or for the information of co-owners.
- The postal voting form. One template for this form is available.
Quotations must be attached to the invitation.
The presentation of several quotes is mandatory if the syndicate of co-owners voted a threshold from which there must be a competitive tendering of companies. This decision may set the minimum number of quotations to be submitted. In the absence of precision, 2 quotes are sufficient.
In the absence of a compulsory invitation to tender, only one estimate may be attached to the invitation to tender.
Agenda of the General Assembly
The agenda shall be drawn up by the trustee together with union council. However, the regulations do not mention penalties if consultation does not take place.
The agenda contains all the items that will be discussed and voted on during the General Assembly.
Reminder
Each question must be drafted precisely, avoiding vague or ambiguous wording, and may have only one purpose (for example, voting on the amount of the provisional budget).
Each question must indicate the majority by which it will be voted.
FYI
The General Assembly shall take valid decisions only on items on the agenda. However, a subject not included in the agenda may be discussed at the meeting, without being voted on.
Supplementary agenda
Any co-owner or the union council may ask the trustee to include one or more issues on the agenda of the next general meeting. This notification can be done at any time.
The request must be made by registered mail with acknowledgement of receipt. It is possible to use a template to write your mail:
Request the inclusion of additional questions on the agenda of the meeting of co-owners
Warning
The request to include a resolution on the agenda of the general meeting must reach the trustee before sending the summons. Late notification may prevent the trustee from placing the issues on the agenda. In this case, they shall be submitted to the next general meeting.
One draft resolution must be attached to the consignment when the question concerns, in particular, on:
- The conditions for payment of the provisions of provisional budget
- The trustee's additional fees in case of works
- A decision to be voted on at the simple, absolute or double majority
- Improvement of the building, such as the transformation of one or more existing equipment items, the addition of new items, the development or creation of common-use spaces
- Elevation or construction of buildings to create new premises for private use
- Authorization of the trustee to take legal action.
The application must also be accompanied by a document specifying the location and details of the works in the case of accessibility works or those affecting common areas or the exterior appearance of the building.
FYI
The trustee cannot judge the value or timeliness of the request. He must obligatory include the item in the agenda of the general assembly.
If a co-owner has not been summoned, he can:
- Bringing the case to courtcancelation of the general meeting within 2 months of notification of the minutes of the meeting
- Incur the liability of the trustee if the failure to convene has caused him harm.
These two steps require the support of a lawyer.
In addition to the absence of a summons, the irregularity of the summons to a general meeting concerns many cases, in particular:
- Failure to comply with the notice period
- Absence of mandatory information on the invitation (date, place, time)
- Summons by a person who is not entitled to summon
- Failure to provide a document required for the validity of a decision (estimate, contract, financial statement, draft budget estimate, etc.) or for the information of co-owners
- Impossibility to exercise his right to consult the supporting documents of the expenses before the general meeting.
In these cases, it is possible to apply to court forcancelation of the general meeting or of one or more decisions.
This request is addressed to the judicial court of the location of the building. This approach requires the mandatory accompaniment of a lawyer.
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Administrative information by telephone - Allô Service Public
For more information on this subject, you can contact Allô Service Public.
Please note: the service does not have access to users' personal files and cannot therefore provide information on their progress.
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The informants who answer you belong to the ministry in charge of housing and urban planning.
Consultation of the documents justifying the condominium charges
Summons by the trustee
Convening at the initiative of the trade union council and others
Form of summons
Inclusion of items on the agenda
Supplementary documents
Inclusion of items on the agenda
Document template
Document template
FAQ
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(Dila) - Prime Minister
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