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Since Law 8/2022, owners’ meetings by video call are no longer improvised: they have rules of their own. Today many buildings combine in-person and online meetings, or hold them entirely at a distance. In this guide to online condominium meetings we explain when they can be held, what the administrator must provide to owners without the technical means, how email notices and e-signed minutes work, and the advantages and challenges we see in practice.
In short
- The meeting is held at a distance, preferably by video call, when the administrator decides so or a majority of owners requests it (article 1-A of Decree-Law 268/94).
- If an owner, with good reason, has no means to take part, the administrator must provide them; otherwise the meeting cannot be held online.
- The notice can be sent by email to owners who asked for this at a previous meeting, with an acknowledgement of receipt (article 1432 of the Civil Code).
- The minutes can be signed with a qualified electronic signature or approved by email (article 1 of Decree-Law 268/94).
- Majorities, deadlines and the rules for challenging decisions are the same as at an in-person meeting.
What the law says
The option of meeting at a distance was added to Decree-Law 268/94 by Law 8/2022:
«1 – Sempre que a administração do condomínio assim o determine ou a maioria dos condóminos o requeira, a assembleia de condóminos tem lugar por meios de comunicação à distância, preferencialmente por videoconferência. 2 – Caso algum dos condóminos não tenha, fundamentadamente, condições para participar na assembleia de condóminos por meios de comunicação à distância e tenha transmitido essa impossibilidade à administração do condomínio, compete a esta assegurar-lhe os meios necessários, sob pena de a assembleia não poder ter lugar através daqueles meios.» — Decree-Law 268/94, article 1-A
In plain English: the meeting takes place remotely, preferably by video call, whenever the administrator decides or a majority of owners asks. If an owner has a good reason for being unable to join remotely and has told the administrator, the administrator must provide the means; otherwise the meeting cannot be held that way.
Two points matter. First, the decision can come from the administrator, without a prior vote. Second, an owner who cannot take part must report this and explain why; from then on, it is up to the administrator to solve it, for example by lending a device or providing a room with a connection.
Notices by email
The notice still requires 10 days’ warning and must state the day, time, place (or link) and agenda (article 1432 of the Civil Code). It can be sent by email to owners who asked for this at a previous meeting, with their address recorded in the minutes, and the owner should acknowledge receipt by the same means. For everyone else, registered post or a notice with a signed receipt still applies.
The minutes and electronic signatures
Minutes are compulsory, and decisions only take effect once they are approved. The law provides signing methods that suit online meetings: a qualified electronic signature, a handwritten signature on a scanned document, or approval by email, with the owner’s statement of agreement sent to the administrator’s address (article 1 of Decree-Law 268/94). For drafting, follow our guide on how to write meeting minutes. Remember that well-drafted minutes can serve as an enforceable title to recover debts to the condominium.
| Stage | In person | Online |
|---|---|---|
| Decision to meet | Administrator or 25% of value | Administrator or majority of owners |
| Notice | Registered post or notice with receipt | The same, or email to those who asked |
| Representation | Proxy | Proxy, sent before the meeting |
| Voting | By permillage | By permillage, with each vote recorded |
| Minutes | Handwritten signature | Qualified e-signature or approval by email |
| Challenge | Deadlines in art. 1433 | The same deadlines |
Advantages of online meetings
- More participation: owners living elsewhere, landlords and people with difficult hours can join without travelling.
- An easier quorum: fewer meetings postponed for lack of attendance.
- An accurate record: a recording, where authorised, helps draft the minutes and clear up doubts.
- Shared documents: budgets and accounts can be shown on screen and sent in advance.
- Speed: meetings that stay closer to the agenda.
Challenges and how to deal with them
- Digital exclusion: before the meeting, identify who needs support and provide the means, as the law requires.
- Identification: confirm who is connected and which unit they represent; ask for proxies in advance.
- Clear voting: call out each unit by name and record its vote and permillage.
- Unstable connections: have a backup phone number and decide what happens if a connection drops during a vote.
- Data protection: only record with everyone’s knowledge, and say who keeps the recording and for how long.
Hybrid meetings
Many buildings choose a hybrid meeting, with a physical room and a video link. It works well as long as the chair makes sure those online can hear and be heard on the same terms as those in the room.
Checklist for preparing an online meeting
- Choose the platform and test the connection in advance.
- Send the notice 10 days ahead, with the link, the agenda and access instructions.
- Attach the documents to be voted on: accounts, budget, works proposals.
- Ask who needs technical support and arrange it before the date.
- Ask for proxies to be sent before the meeting.
- At the start, confirm attendance, units represented and total permillage.
- For each item, record votes for, against and abstentions, with the permillage.
- Send the minutes for approval and electronic signature soon after the meeting.
This preparation avoids most doubts about the validity of decisions and reduces the risk of challenges. If an owner disagrees with a decision, the deadlines to challenge it run in the same way as for an in-person meeting (article 1433 of the Civil Code).
Remote voting and proxies
Owners who cannot attend, even online, can be represented by a proxy (article 1431(3) of the Civil Code). For decisions requiring unanimity, absent owners are notified within 30 days and have 90 days to respond; silence counts as approval (article 1432). For the majorities needed for each type of decision, see deliberations at general meetings: the majorities.
How Condoroo helps
Condoroo manages more than 600 condominiums, including buildings with more than 300 units, with a team of more than 20 professionals. We hold in-person, online and hybrid meetings, and we send hundreds of letters a month, each one with tracking, for owners who have not chosen email notices.
Online condominium meetings: frequently asked questions
Can the condominium hold the meeting only online?
Yes, if the administrator decides so or a majority of owners requests it (article 1-A of Decree-Law 268/94).
What if an owner does not have a computer?
If they report and justify the impossibility, the administrator must provide the means. Otherwise, the meeting cannot be held online.
Can the notice be sent by email?
Yes, to owners who asked for this at a previous meeting, with the address recorded in the minutes and an acknowledgement of receipt by the same means.
How are the minutes of an online meeting signed?
With a qualified electronic signature, a handwritten signature on a scanned document, or approval by email sent to the administrator.
Are the majorities different at an online meeting?
No. Majorities, deadlines and the rules for challenging decisions are the same as at an in-person meeting.
Can the meeting be recorded?
It can help with drafting the minutes, but it should only be recorded with the participants’ knowledge and clear rules on keeping the recording.
This article is for information only and does not replace legal advice. Legislation checked on 26 October 2026.
