on Google
The minutes are the document that brings the general meeting’s decisions to life. Without them, a decision on works, service charges or the regulations has no effect and cannot be enforced. Poorly drafted condominium meeting minutes, without the results of the votes or the necessary signatures, can also open the door to challenges and make it harder to recover debts. In this guide we explain what Portuguese law requires in 2026, how to structure the minutes, who signs them and how, and we include a suggested structure and a checklist so nothing is missed.
In short
- Minutes are compulsory; they are drafted and signed by the meeting’s chair and signed by all owners present (article 1(1) of Decree-Law 268/94).
- They must state the date, place, who was present and absent, the matters discussed, the decisions and the result of each vote (paragraph 2).
- Decisions only take effect once the minutes are approved (paragraph 3).
- Signatures can be qualified electronic or handwritten on a scanned document, and owners can approve them by email (paragraphs 6 and 7).
- Decisions must be communicated to absent owners within 30 days (article 1432(9) of the Civil Code).
What the law says
The rule is in article 1 of Decree-Law 268/94, as amended by Law 8/2022. On content:
«2 – A ata contém um resumo do que de essencial se tiver passado na assembleia de condóminos, indicando, designadamente, a data e o local da reunião, os condóminos presentes e ausentes, os assuntos apreciados, as decisões e as deliberações tomadas com o resultado de cada votação e o facto de a ata ter sido lida e aprovada.» — Decree-Law 268/94, article 1(2)
In plain English: the minutes summarise the essentials of the meeting, including the date and place, who was present and absent, the matters discussed, the decisions taken with the result of each vote, and the fact that the minutes were read and approved.
The minutes are a summary, not a transcript. They should record the essentials clearly and objectively, without the opinions of whoever writes them.
Recommended structure
- Heading: identification of the condominium (address and tax number), minutes number, type of meeting (ordinary or extraordinary).
- Date, time and place, or a statement that the meeting was held remotely.
- Notice: date and means of sending; if it is a second call, say so.
- Attendance: owners present and represented (with each one’s permillage) and absent; proxies attached.
- Chair: the chair and secretary elected.
- Agenda, item by item.
- Decisions: for each item, the proposal voted on, the votes for, against and abstentions by permillage, and the result.
- Amounts and deadlines: when charges are approved, each owner’s annual amount and the due dates.
- Reading and approval of the minutes.
- Signatures of the chair and of the owners present.
| Element | Required by law | Why it matters |
|---|---|---|
| Date and place | Yes | Starts the clock for challenges |
| Present and absent | Yes | Defines who must be notified |
| Result of each vote | Yes | Proves the required majorities |
| Reading and approval | Yes | Decisions only take effect once approved |
| Annual charge and due date | Yes, if charges are approved | Makes the minutes an enforceable title (art. 6) |
| Permillage of votes | Recommended | Makes it easy to check majorities |
Votes and results
Unless a special rule applies, decisions are taken by a majority of the votes representing the building’s value (article 1432(5) of the Civil Code). Each owner has as many votes as whole units of their permillage (article 1430). The minutes should therefore record votes by permillage, not just the number of people. See which majorities each decision requires.
When the minutes approve contributions, they should state each owner’s annual amount and the due date. That way they serve as an enforceable title against anyone who does not pay (article 6 of Decree-Law 268/94). See our guide to debts to the condominium.
Who signs the minutes, and how
The minutes are drafted and signed by whoever chaired the meeting and signed by all the owners present (article 1(1)). Since 2022, the law accepts several methods:
- Qualified electronic signature, such as the one on the Citizen Card or the Chave Móvel Digital.
- Handwritten signature on the original or on a scanned document that contains other signatures.
- Statement by email: the owner sends to the administrator’s email address a statement that they agree with the minutes sent to them by the same means; the statement is attached to the original (paragraph 7).
The administrator chooses the methods and the order for collecting signatures (paragraph 8). Importantly, decisions take effect once the minutes are approved, whether or not every owner has signed them (paragraph 3).
After the meeting
- Notify absent owners: decisions must be sent to every absent owner within 30 days, by registered post with acknowledgement of receipt or by email where the owner has agreed to this (article 1432(9)).
- Keep and make available: the administrator must keep the minutes and allow owners, and third parties with rights over the units, to consult them (article 1(5)).
- Carry out: the administrator carries out decisions that have not been challenged within 15 working days (article 1436(i)).
- Deadlines to challenge: they run from the decision for those present, or from the notice for those absent (article 1433).
If the meeting is held online, the same requirements apply. Read about online meetings in condominiums.
Mistakes that weaken minutes
- Leaving out the results of votes. The minutes must state the result of each vote; writing only “approved” without the votes makes it hard to prove the required majority was reached.
- Not identifying who was present and absent. Without the list of those present, represented and absent, with their permillage, the quorum cannot be checked.
- Charges without an amount or date. For the minutes to be an enforceable title, they must state each owner’s annual amount and the due dates.
- Leaving the minutes unapproved. Decisions only take effect once the minutes are approved.
- Notifying absent owners late. Absent owners must be informed within 30 days; this also affects when the deadlines to challenge start to run.
Minutes checklist
- Identification of the condominium, date, time and place.
- Present, represented (with proxies) and absent, with permillages.
- Chair elected.
- Each item with the proposal, votes and result.
- Charges with annual amount and due date, where relevant.
- Statement that the minutes were read and approved.
- Chair’s signature and signatures of those present.
- Sent to absent owners within 30 days.
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 prepare the notice, support the chair, draft the minutes with votes recorded by permillage and send the decisions to absent owners within the deadline. We send hundreds of letters a month, each one with tracking, so there is proof of every notice.
Condominium meeting minutes: frequently asked questions
What must condominium meeting minutes include?
The date and place, owners present and absent, the matters discussed, the decisions with the result of each vote, and a statement that the minutes were read and approved.
Who has to sign the minutes?
The chair signs; the owners present also sign. Owners can approve them by email.
Can the minutes be signed digitally?
Yes, with a qualified electronic signature, or with a handwritten signature on a scanned document.
Is a decision valid if not everyone has signed the minutes?
Decisions take effect once the minutes are approved, whether or not every owner has signed them.
Do I have to send the minutes to absent owners?
The decisions must be sent to absent owners within 30 days, by registered post with acknowledgement of receipt or by email if the owner agreed to this.
Who keeps the minutes?
The administrator, who must allow owners and third parties with rights over the units to consult them.
This article is for information only and does not replace legal advice on your specific case. Legislation checked on 26 October 2026.
