Ontario Condo Forms

Proxy Form

The mandatory Ontario proxy form owners and mortgagees use to appoint someone to attend and vote at a meeting of owners — with guided pre-fill and a downloadable PDF.

What this form is for

Under section 13 of Ontario Regulation 48/01, an instrument appointing a proxy for a meeting of owners must use the mandatory Proxy Form. It lets an owner or mortgagee (the proxy giver) authorize another person (the proxy) to attend and vote on their behalf.

When to use it

You cannot attend an owners’ meeting (such as the AGM) in person and want your vote counted.
You want to help the meeting reach quorum without granting voting authority.
You want to appoint someone to vote on specific matters or to elect directors on your behalf.

Choosing the scope of authority

The form requires you to choose one of three authority levels:

Quorum only — counts you toward quorum but casts no votes.
Routine procedure only — the proxy may vote on routine motions only.
Full authority — the proxy may nominate candidates and vote on any matter, subject to any instructions you provide.

What you’ll need

The corporation name and the meeting date.
Your name and unit identification.
The name of the person you are appointing (and, optionally, a backup).

Fill it out below with guidance, then download a completed PDF to print and sign. A proxy is only valid when signed by the proxy giver and delivered before the meeting deadline.

Fill it out

Complete the fields below. Nothing is submitted until you choose to download the PDF.

An owner or mortgagee (the “proxy giver”) uses this mandatory form to appoint another person (the “proxy”) to attend and vote at a meeting of owners on their behalf. Complete the fields below, then generate a filled PDF to print and sign.

Corporation & meeting

Identify the condominium corporation and the meeting this proxy is for.

Condominium corporation name

Date of the meeting of owners

This proxy applies to this meeting and any adjournment of it.

Proxy identification number (optional)

Some corporations assign a number to track proxies. Leave blank if you were not given one.

About you (the proxy giver)

The person entitled to vote who is granting this proxy.

I am…

The registered owner Authorized to act on behalf of the registered owner The mortgagee Authorized to act on behalf of the mortgagee

Name of proxy giver

The person entitled to vote at the meeting (e.g. the registered owner or mortgagee).

Unit number / municipal address or description of the unit

For a common elements condominium corporation, identify the relevant parcel of tied land instead.

Who you are appointing

Name the proxy, and optionally a backup who acts only if the first cannot attend.

Proxy (Row A) — full name

Alternate proxy (Row B) — optional

Acts on your behalf only if the Row A proxy fails to attend.

I / we revoke all proxies previously given

What the proxy may do

Choose exactly one. This controls how your proxy can act at the meeting.

Scope of authority

Count toward quorum only (no voting authority) Vote only on matters of routine procedure Full authority — may nominate candidates and/or vote on any matter

Choose only one. “Quorum only” counts you toward quorum but casts no votes. “Routine procedure only” limits the proxy to routine motions. “Full authority” lets the proxy nominate and vote, subject to any instructions you add below.

Specific voting instructions (optional)

Optional. Set out how the proxy must vote on specific matters (for example, election of directors or a particular by-law). If left blank under full authority, the proxy may vote as they see fit.

Signing details (optional)

When you are signing the proxy.

Date signed

Time signed (optional)

Before you submit: A proxy is only valid when signed by the proxy giver. After generating your PDF, print it, sign and date it, and deliver it to the corporation before the meeting (check your notice of meeting for the deadline). In the case of a corporation, affix the corporate seal or attach a statement of signing authority.

13 fields · Generates a completed PDF to print & sign.

Blank official PDF

Your answers are sent to this site only to generate the PDF and are not stored. This is not legal advice — verify against the official form before submitting to your corporation.