The Building General Assembly: How to Hold It, Quorum, and Lawful Decision-Making

The general assembly is the highest decision-making body in a residential or office complex. Electing the manager and board of directors, approving the budget and service charge, and other important building decisions are all made here. Holding the assembly correctly and lawfully prevents disputes and makes its decisions binding on all owners.

What is a building general assembly?

The general assembly is a formal gathering of the owners of a building’s units, held to make collective decisions about running the complex. Within the framework of apartment ownership law, the assembly’s decisions are binding on all owners – even those who are absent.

Types of general assembly

• Ordinary general assembly: held annually to approve the financial report and budget and to elect the manager or board of directors.
• Extraordinary general assembly: held whenever necessary for important, out-of-the-ordinary matters (such as major repairs).

Steps to hold a building general assembly

To hold a valid general assembly, carry out these steps in order:

1. Set the agenda: determine and put in writing the matters to be discussed.
2. Send written invitations: with suitable advance notice, invite all owners, stating the time, place, and agenda.
3. Confirm the quorum: before starting, check that enough owners are present or represented.
4. Raise and discuss the matters: present each agenda item and discuss it.
5. Vote and count: hold a vote on each matter and count the votes transparently.
6. Draw up the minutes: put the decisions in writing, have them signed by those present, and send them to all owners.

Quorum and how voting works

The assembly becoming official and its decisions being valid depend on the required quorum of owners being present. If quorum is not reached on the first attempt, a second meeting is usually held after a defined interval with a lower quorum. It is recommended that the basis of voting (one vote per unit, or based on ownership share) be clear from the start.

Minutes and carrying out decisions

Accurate minutes are the assembly’s key document and must record the decisions, the votes, and the names of those elected. The manager or board of directors is obliged to carry out the decisions and to report on them at the next assembly.

Building management software and decision transparency

Hamkhoneh building management software, by transparently recording the fund and expenses, providing financial reports ready to present to the assembly, sending SMS announcements, running online polls and votes, and archiving the minutes, makes holding the assembly and following up on its decisions simpler and more transparent. To learn more, read the article on apartment ownership law and the duties of the board of directors, the complete guide to building management software, and the guide to building service charge calculation.

Frequently Asked Questions

Who calls a building general assembly?

Usually the manager or the board of directors calls the assembly; in their absence, a number of owners (as provided by law) can convene the assembly.

If an owner does not attend the assembly, are the decisions binding on them?

Yes. The decisions of a lawful assembly are binding on all owners, including those who are absent.

Can someone attend the assembly by proxy?

Yes. An owner can, with a written power of attorney, appoint another person to attend and vote at the assembly.

Where should the assembly minutes be kept?

The minutes should be kept by the manager or the board of directors, and a copy should be sent to the owners; recording them in building management software makes access and follow-up simple.

Further reading

• What Is Building Management Software and What Can It Do?
• How to Choose the Best Building Management Software: A Buyer’s Guide (2026)
• Best Way to Manage Building Service Charges for Residential Complexes

Complete guide: building management software