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The ordinary general meeting is the most important moment of the year in a condominium. It is where owners approve the previous year’s accounts, decide the following year’s budget, elect the administrator and discuss works and building rules. A well-prepared meeting is shorter, causes fewer conflicts and produces decisions that are carried out. In this guide to the ordinary condominium meeting in Portugal, we explain when it must be held, how it is called, what quorum and majorities apply, what is voted on and how the minutes should be written.
In short
- The ordinary meeting is held in the first half of January, called by the administrator, to approve the accounts and the budget (art. 1431(1) of the Civil Code).
- The notice is sent by registered letter or notice with receipt, 10 days in advance, or by email to owners who accepted this in the minutes.
- Unless a special rule applies, decisions are taken by a majority of the invested capital; at the second call, a majority of those present representing one-quarter of the building’s value is enough.
- Decisions are communicated to absent owners within 30 days.
- The minutes summarise the essentials and record the result of each vote.
When the ordinary meeting is held
The law sets the calendar and the main purpose of the meeting:
«1. A assembleia reúne-se na primeira quinzena de Janeiro, mediante convocação do administrador, para discussão e aprovação das contas respeitantes ao último ano e aprovação do orçamento das despesas a efectuar durante o ano.» — Civil Code, article 1431(1)
In plain English: The general meeting meets in the first half of January, when called by the administrator, to discuss and approve the accounts for the past year and approve the budget of expenses for the coming year.
The same provision allows the general meeting to be held at other times of the year, when called by the administrator or by owners representing at least 25% of the invested capital (art. 1431(2)). These are extraordinary meetings. In practice, many condominiums use the ordinary meeting to deal with works and other matters too, provided they are on the agenda.
How the notice of meeting is sent
Article 1432 of the Civil Code sets the rules. The notice is sent by registered letter 10 days in advance, or by a notice of meeting with the same advance and a receipt signed by the owners. It can also be sent by email to owners who expressed that wish at a previous meeting, with the address recorded in the minutes; in that case, the owner must send an acknowledgement of receipt by the same means.
The notice must state the day, time, place and agenda, and inform owners about matters that can only be approved unanimously. It can set a second date straight away, in case there is no quorum at the first. The meeting can also be held by videoconference, when the management so decides or a majority of the owners so requests, under art. 1-A of Decree-Law 268/94. Read more about online general meetings.
Quorum and majorities
| Moment | Rule | Source |
|---|---|---|
| First call | Majority of the votes representing the invested capital | Art. 1432(5) |
| Second call (one week later or on the date set) | Majority of those present representing at least 1/4 of the building’s value | Art. 1432(6) |
| Second meeting on the same day | 30 minutes later, if 1/4 of the value is present | Art. 1432(7) |
| Decisions requiring unanimity | Unanimity of those present with 2/3 of the capital, subject to the consent of absent owners | Art. 1432(8) |
| Notice to absent owners | Within 30 days, by registered letter with acknowledgement of receipt or email | Art. 1432(9) |
Some decisions require special majorities, such as works that constitute innovations or that change the building’s architectural line. Our article on majorities in decisions covers the main ones. Owners can be represented by a proxy, provided the representation is in writing.
What is voted on at the ordinary meeting
A typical agenda includes:
- Previous year’s accounts. The administrator presents income, expenses, owners’ debts and the bank balance, with supporting documents.
- This year’s budget. Forecast of running costs (cleaning, electricity, lift, insurance, administration) and each unit’s contribution.
- Common reserve fund. Each owner contributes at least 10% of their share of the other expenses, under art. 4 of Decree-Law 268/94. See our guide to the reserve fund.
- Election of the administrator. The administrator is elected and dismissed by the general meeting (art. 1435 of the Civil Code).
- Building insurance. Checking the fire insurance and the insured capital.
- Works and maintenance. Reviewing quotes and the schedule of works.
- Other matters. Regulations, use of common parts, owners’ issues.
For the accounts to be approved without surprises, send them to owners before the meeting, together with the notice of meeting or through a secure link.
The minutes
The minutes are the official record of what was decided and have important effects, for example when collecting unpaid contributions. The law states what they must contain:
«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 contain a summary of the essentials of what happened at the meeting, stating in particular the date and place, the owners present and absent, the matters considered, the decisions taken with the result of each vote, and the fact that the minutes were read and approved.
Our guide on how to write meeting minutes includes a template and the most common mistakes.
If you disagree with a decision
Owners who voted against or were absent can respond to decisions that breach the law or the regulations, within the legal deadlines. The path often starts with requesting an extraordinary meeting to revoke the decision and can lead to an annulment action in court. We explain the deadlines and steps in our article on how to challenge a condominium decision.
Tips for an effective meeting
- Send the notice in good time with a clear agenda.
- Attach the accounts, the budget and the quotes for works to the notice.
- Start on time and follow the agenda.
- Give everyone the floor, with limited time per contribution.
- Vote on each item separately and record the result.
- Send the minutes and decisions to absent owners within the deadline.
How Condoroo helps
Condoroo manages more than 600 condominiums, including buildings with more than 300 units. We prepare the notice of meeting, the accounts and the budget, run the meeting, in person or by videoconference, write the minutes and communicate the decisions to absent owners within the deadline, with hundreds of letters a month sent with tracking.
Prepare the ordinary meeting in good time: the first half of January comes round quickly.
Ordinary condominium meeting: frequently asked questions
When is the ordinary condominium meeting held?
In the first half of January, called by the administrator, to approve the previous year’s accounts and the year’s budget (art. 1431(1) of the Civil Code).
How far in advance must the notice be sent?
10 days in advance, by registered letter or notice with receipt, or by email to owners who accepted this in the minutes.
What happens if there is no quorum?
If the notice does not set another date, a new meeting is held one week later, at the same time and place, and a majority of those present representing one-quarter of the building’s value is enough.
Can the meeting be held by videoconference?
Yes, when the management so decides or a majority of the owners so requests (art. 1-A of Decree-Law 268/94).
Must absent owners be informed of the decisions?
Yes, within 30 days, by registered letter with acknowledgement of receipt or by email, under art. 1432(9).
How much is paid into the common reserve fund?
At least 10% of each owner’s share of the condominium’s other expenses (art. 4 of Decree-Law 268/94).
This article is for information only and does not replace legal advice. Legislation checked on 26 October 2026.
