Co-ownership general meetings from abroad: documents, proxy, representative and written questions
Taking part in a co-ownership general meeting from abroad comes down to three levers: giving a proxy to a trusted person, entrusting your vote to a representative attending the meeting, or having your questions put on the agenda in writing beforehand. The three weeks between the notice and the meeting are your working window. This dossier says how to use them, and how to read the minutes afterwards.
By Jean Mascla, founder of Home SelectUpdated · 7 min read
Why can a meeting prove costly for an absent owner?
The general meeting is not a courtesy gathering: it is where the spending decisions that hit your wallet are voted. Maintenance works, facade repainting, boiler replacement, lift servicing contract, a loan taken by the co-ownership: every decision flows into the calls for funds, in proportion to your shares.
Absent, you lose twice. First on the decisions themselves: a repainting voted one June evening is paid for over several years. Then on the majorities: some resolutions pass on close votes, and a few voices change the outcome. Attendance, in person or by proxy, is not co-ownership folklore: it is the only way to influence spending you will fund whatever happens.
Among what is often decided during these evenings:
The vote on works and their financing, paid upfront or spread over time.
The renewal of contracts: heating, lift, cleaning, caretaking.
The provisional budget and the amount of interim calls for funds.
The rules of the building: noisy works, pets, short-term letting.
The approval of the accounts and, sometimes, whether the managing agent stays or goes.
Over the years, these votes shape the future of the building, and with it the value of your flat. A well-kept co-ownership, with clean accounts and controlled contracts, is better to live in and better to sell. A co-ownership where everything passes without debate gets used to spending without counting: your voice, even carried by proxy, feeds the opposite culture.
Which documents to request before the meeting?
Voting with full knowledge means reading before deciding. The notice must come with the useful documents: agenda, provisional budget, accounts for the year, current contracts, specifications of the proposed works. The law organises this information, and the managing agent must send it to you.
From abroad, three precautions apply:
Check that the managing agent holds your address abroad and a reliable channel, email or an online space, to reach you: a notice left sitting in an empty mailbox means a meeting without you.
Ask in writing for any missing documents as soon as the notice arrives, and keep a record of your requests.
Reread the minutes of the previous meeting: they shed light on the topics returning to the agenda and on everyone’s positions.
Set aside a quiet slot for the reading: budget and contracts on one side, resolutions on the other, questions to the agent last.
Your representative can also receive these documents and summarise them for you, leaving you to decide. What matters is that they reach you early enough to prepare a proxy or a question.
Weighing in without being present: three ways
First lever: the proxy, that is the written mandate given to a person who votes in your place. You choose the proxy holder, another owner, a relative or a professional, and you attach your voting instructions, resolution by resolution. The law simply caps the number of proxies one person may hold, depending on the size of the co-ownership.
Second lever: the professional representative. They do more than carry a piece of paper: they follow the file beforehand, attend the meeting, note the debates, ask the planned questions and report back afterwards.
Third lever: the prior written question. Any question whose inclusion is requested in time must appear on the agenda: it is the way to force a topic, the state of the gutters, a costly contract, a doubtful meter, and to obtain an official answer, recorded in the minutes.
A final note: since 2020, every co-owner may vote by post, using the form attached to the notice. Attending by video conference, however, requires the meeting to have decided the technical means: check before relying on it.
Mode of participation
Effort for you
Reach of your vote
Proxy given to a relative or another owner
Low: a drafted mandate and written instructions
Your voice speaks on the whole agenda, according to your instructions
Professional representative attending the meeting
Low once the framework is set
Attended presence, votes in line with your instructions, report after the session
Prior written question to the managing agent
Moderate: write and send in time
Not a vote: it places your topic on the agenda and your position in the minutes
Travelling over in person
Very high from abroad
Full voice, part in the debates, direct contact with the residents’ council
Cap-d’Ail, Côte d’Azur
The deadlines to remember
The co-ownership calendar is framed by law, and every deadline counts when you manage from abroad:
Between the notice and the ordinary meeting, the law imposes at least three weeks: that is your window to prepare a proxy or draft a question.
After the meeting, the minutes are notified to absent and dissenting owners: that starts the clock on challenges.
A challenge must be brought within two months of the notification of the minutes, failing which the right lapses.
To have a question tabled on the agenda, act as soon as the meeting date firms up: a request sent too late can be ruled out of time.
The sending of your proxy itself deserves a margin: a signed mandate then transmitted, electronically where the agent accepts it, avoids the let-downs of postal mail between two countries.
These deadlines sometimes fall in the middle of your nights or your business trips: hence the value of a relay on site who sees them coming and alerts you in time.
After the meeting: read the minutes
The minutes are not an archive: they are your control tool. Reread every resolution passed, the votes for, against and the abstentions, and check that your proxy holder followed your instructions. If not, or if a decision looks irregular, the challenge window is running: react quickly and in writing.
Also keep the thread from one year to the next: meetings read as a series, each one shedding light on the next. To go further, the dossier on being represented with the managing agent details what that representation involves day to day, the guide managing your property from abroad puts co-ownership back into the wider vigilance.
What Home Select organises for your co-ownership
A property held from abroad is prepared from the purchase. During the viewings, your Home Select property finder spots what will need upkeep; before the signing, they introduce the concierge service that will watch over the house in your absence.
After the keys, the Home Select concierge service organises the visits, the call-outs and the photographed reports. Tradespeople, the insurer and the managing agent act under their own responsibility; you decide on documents, wherever you are.
Frequently asked questions
How do I vote at a general meeting from abroad?
The simplest route is to give a proxy to someone you trust, with written voting instructions, resolution by resolution, or to entrust your voice to a professional representative attending the meeting. Postal voting and remote attendance only exist if the building rules or an earlier decision provide for them.
How far ahead is the notice sent before the meeting?
The law sets a minimum gap between the notice and the meeting, at least three weeks for an ordinary meeting, and the notice must come with the useful documents. As soon as it arrives, check your address with the managing agent and ask in writing for anything missing.
Can a decision passed at a meeting be challenged?
Yes, within two months of the notification of the minutes, and on limited grounds: an irregular notice, an error in the majority count, a decision contrary to the building rules. Read the minutes as soon as they arrive; the time limit does not reopen.
Why can a meeting prove costly for an absent owner?
The general meeting is not a courtesy gathering: it is where the spending decisions that hit your wallet are voted. Maintenance works, facade repainting, boiler replacement, lift servicing contract, a loan taken by the co-ownership: every decision flows into the calls for funds, in proportion to your shares.
Which documents to request before the meeting?
Voting with full knowledge means reading before deciding. The notice must come with the useful documents: agenda, provisional budget, accounts for the year, current contracts, specifications of the proposed works. The law organises this information, and the managing agent must send it to you.
How do you get a question put on the general meeting’s agenda?
By asking the managing agent in writing as soon as the meeting date takes shape: any question whose inclusion is requested in time must appear on the agenda. It is the way to impose a subject, the state of the gutters, a costly contract, and to obtain an official answer, recorded in the minutes.
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