Proxies & Quorum
Proxy Checklist
A verification checklist for owners and managers reviewing condominium proxy forms before submission and registration.
Use case: Use when completing, collecting, or validating proxy forms for an Ontario condo owners' meeting.
Owner: before you submit
- Proxy form is the one included in the official meeting notice package
- Meeting date and corporation name match the notice
- Owner name(s) match corporation records for the unit
- Unit number is correct and identifies the voting unit
- Proxy holder name and contact information are complete
- Alternate proxy holder named (if desired and permitted)
- Voting instructions completed for elections and motions (if directed proxy)
- Owner signature and date are present
- Co-owner signature obtained if required by your documents
- Form submitted before the deadline in the notice
- Submitted using the delivery method specified (portal, email, mail, or management office)
- Copy retained for your records
Manager: upon receipt
- Log receipt date and time for each proxy
- Confirm unit is not duplicated by another proxy or in-person registration
- Verify signature matches owner of record or authorized party
- Flag incomplete forms and contact owner before cut-off
- File originals or secure scans per corporation policy
- Add validated units to quorum tracking sheet
Chair: at registration
- Cross-check registration list against proxy log
- Reject only with documented reason under applicable rules
- Ensure each proxy holder registers each unit separately
- Record total units represented for quorum declaration