How much notice must owners receive before a condo AGM?

The Condominium Act, 1998 sets minimum notice periods for owners' meetings. Corporations must also follow any additional requirements in their declaration and bylaws. Always confirm the period that applies to your meeting type.

What must be included in an AGM notice package?

Notice must include prescribed information such as the meeting date, time, location or participation method, agenda, and required documents like audited financial statements. Additional items may be required for elections or requisitioned business.

Can meeting notice be sent by email?

Electronic notice may be permitted if owners have agreed to receive records electronically under the Act and your documents. Corporations should keep proof of consent and delivery for their records.

Ontario Condo Meeting Notice Requirements

Meeting notice is the official invitation that tells owners when a meeting will happen, what will be discussed, and what documents they need to review before they vote. In Ontario condominiums, notice is not optional paperwork — defects in timing or content can delay business, force a meeting to be re-held, or fuel disputes about whether decisions were valid.

This guide summarizes notice requirements at a practical level for boards, managers, and owners. Governing documents and meeting facts vary; this is educational information only, not legal advice.

What this means

Notice is the package the corporation delivers to owners before an owners’ meeting — including the annual general meeting, a requisitioned meeting, or other meetings of owners under the Condominium Act, 1998.

Notice serves two purposes:

Inform owners so they can decide whether to attend, submit a proxy, or vote electronically if permitted
Create a record that the corporation followed required process

Notice must be delivered within the minimum period set by the Act and your declaration and bylaws. It must include the content the statute requires for that meeting type — typically the date, time, place or remote access details, agenda, and key documents such as audited financial statements for an AGM.

Owners who do not receive proper notice may have grounds to challenge meeting validity. That is why notice preparation belongs at the centre of AGM planning, not at the edge.

For the full AGM context, see our Ontario condo AGM guide. For requisitioned and other owners’ meetings, see owners’ meetings in Ontario condos.

When it matters

Notice requirements matter in every owners’ meeting, but especially when:

Director elections will decide board composition for the coming term
Bylaw or rule changes require owner approval
Financial statements or budgets are being presented for owner scrutiny
Requisitioned business must appear on the agenda within a fixed timeline
A prior meeting failed for quorum or notice defects and must be re-noticed

A common pattern: the corporation sends notice quickly to meet a deadline but omits a required attachment or miscalculates the notice period. The meeting proceeds, votes are counted, and a faction later argues the outcome should be set aside. Even when the corporation ultimately prevails, the cost in time, legal fees, and trust is high.

Who is involved

Role	Notice responsibilities
Board	Approves meeting date, agenda scope, and notice content before distribution
Manager	Often prepares and sends notice; maintains delivery records
Legal counsel	May review notice for requisitions, removals, or complex votes
Owners	Receive notice; may requisition meetings or submit pre-meeting questions per documents
Auditor	Provides audited financials that must accompany AGM notice

The corporation should keep evidence of when and how notice was sent — registered mail logs, email read receipts where valid, or records of posting to required addresses.

Typical process

Step 1: Confirm meeting type and deadline

Identify whether the meeting is an AGM, requisitioned meeting, or other owners’ meeting. Each may carry different notice periods and content rules. Work backward from the meeting date using the applicable minimum days.

Step 2: Build the agenda first

Notice must reflect what will actually be dealt with at the meeting. Draft the agenda during AGM preparation before finalizing notice text. Include:

Call to order and proof of notice
Quorum verification
Financial report and audited statements (for AGMs)
Director elections or removals
Other business properly before the meeting

Step 3: Assemble required documents

For an AGM, this commonly includes audited financial statements, director candidate information, proxy forms, and any materials related to owner motions or requisitions. Cross-check against the AGM checklist.

Step 4: Draft and approve notice

Management drafts; the board reviews and approves before sending. Verify:

Correct date, time, and location or virtual access instructions
Full agenda with sufficient detail
All attachments included in the package sent to owners
Accurate description of voting and proxy procedures

Step 5: Deliver to all owners

Send to every owner at their address for notice on record, using permitted methods. Track undeliverable mail and follow up where possible.

Step 6: Post-notice period

Continue collecting proxies, monitor quorum, and avoid changing material agenda items without understanding the legal implications. Run the AGM readiness check in the final week.

Common mistakes

Notice errors appear repeatedly in Ontario condo disputes:

Short notice — counting days incorrectly or sending before documents are ready and then not re-issuing
Missing financials — AGM notice without audited statements attached
Vague agenda items — “new business” with no description of a binding vote
Wrong meeting details — incorrect time zone, broken virtual link, or changed venue without updated notice
Incomplete owner list — new owners or updated addresses missing from distribution
Proxy form errors — outdated or non-compliant forms bundled with notice

Many of these overlap with issues in our common AGM mistakes guide. Fixing notice at the source is cheaper than defending a meeting afterward.

Checklist

Before sending owners’ meeting notice, confirm:

Clear, complete notice is one of the most effective ways to run a valid meeting on the first try. Owners who receive understandable information early are more likely to participate — and less likely to challenge the process later.