How to Properly Prepare for Your First General Assembly?

Attending your first co-owners’ General Assembly can be unsettling. Legal documents, figures, voting rules, sometimes technical discussions… Yet this meeting is an essential moment to understand how your building is managed and to make your voice heard as a co-owner.

Good news: the Belgian Civil Code strictly regulates the General Assembly in order to protect co-owners and ensure transparent management. With a few simple reflexes and sound advice, it is entirely possible to approach your first GA with peace of mind.

1. Understanding the Role of the General Assembly (Legal Framework)

The General Assembly is the decision-making body of the co-ownership. According to the Belgian Civil Code, Book 3, Article 3.85, it brings together all co-owners to take decisions concerning the common parts.

In particular, the General Assembly decides on:

• the approval of the accounts and the budget;

• maintenance or renovation works;

• the appointment or renewal of the property manager (syndic);

• certain changes to the building’s operating rules.

Practical tip:
Consider the General Assembly as a key moment to protect your real estate investment. Even as a new co-owner, your participation has a real impact.

2. Carefully Reading the Notice of Meeting (Legal Obligation)

The notice of meeting is a fundamental document. In accordance with Article 3.87 of the Belgian Civil Code, the syndic must send it at least 15 calendar days before the date of the meeting.

It must mandatorily include:

• the date, time and place of the General Assembly;

• the detailed agenda;

• information on access to the documents.

Practical tips:

• Read the notice as soon as you receive it, without waiting until the day before the General Assembly.

• Identify the items that will have a financial impact (works, budget, calls for funds).

• If an item seems incomplete or unclear, note it down to raise the question during the GA.

Please note: only items listed on the agenda may be put to a vote.

3. Taking the Time to Analyse the Documents

The law imposes a duty of transparency on the syndic. Co-owners must be able to consult all relevant documents before the General Assembly.

These generally include:

• the annual accounts;

• the provisional budget;

• quotations for works;

• ongoing contracts;

• technical reports.

Practical tips:

• Do not try to understand everything in detail: focus on the key amounts and major decisions.

• Compare expenses from one year to another where the documents allow it.

• Do not hesitate to highlight or annotate documents to facilitate follow-up during the meeting.

4. Understanding Majority Rules (Civil Code)

The Belgian Civil Code (Article 3.88) provides for different majority rules depending on the nature of the decisions to be taken.

Certain routine decisions are taken by a simple majority, while more significant decisions, such as certain works or structural modifications, require a reinforced or qualified majority.

Practical tips:

• Do not be intimidated by legal terminology: the syndic must explain the required majority before each vote.

• If you do not understand the implications of a vote, ask for clarification before voting.

• Remember that each co-owner votes according to their ownership shares.

5. Preparing Your Questions in Advance

The General Assembly is not a mere administrative formality; it is a forum for dialogue.

Practical tips:

• Prepare your questions in advance, especially regarding financial matters or works.

• Ask your questions in a factual and constructive manner.

• If a topic is sensitive, adopt a calm and solution-oriented approach.

Even at a first GA, it is entirely legitimate to ask for explanations.

6. Anticipating Your Attendance or Granting a Proxy

Your presence at the General Assembly is important, but if you are unable to attend, you may grant a proxy, in accordance with the rules set out in the Civil Code.

Practical tips:

• Choose a trusted person to represent you.

• Give clear instructions on the points that matter most to you.

• Check that the proxy form is correctly completed and submitted within the required deadlines.

7. Experiencing the General Assembly Process Smoothly: each co-owner may not hold more than three proxies

On the day of the GA, the meeting follows a specific order: verification of attendance, review of agenda items, voting and drafting of the minutes.

Practical tips:

• Arrive a few minutes early to settle in calmly.

• Take notes during the meeting, especially regarding the decisions taken.

• Do not hesitate to ask for a rephrasing if a point is too technical.

Discussions may sometimes be lively, but they remain governed by the law and the rules of the co-ownership.

8. After the GA: Reviewing the Minutes

At the end of the meeting, the syndic drafts the minutes, which have legal value.

Practical tips:

• Read them carefully upon receipt.

• Check that the decisions correspond to what was actually voted.

• Keep them safely: they serve as a reference for future actions.

In the event of a dispute, an appeal may be lodged within a period of three months, by registered letter.