Practical guide
How to convene an extraordinary condominium meeting
An extraordinary meeting is the tool a condominium uses when a decision cannot wait for the annual ordinary meeting: an urgent repair, an unforeseen expense, a dispute, or replacing the property manager. Unlike the ordinary meeting, it has no fixed schedule and can be called whenever the conditions set out in the Italian civil code occur. Knowing who can request it, which notice periods must be respected and how to draft a clear agenda prevents the resolution from later being challenged for a defective notice, one of the most common grounds for disputes in Italian condominiums. Digital notice, now accepted and widespread, also follows precise rules.
Who can request the extraordinary meeting (article 66)
Article 66 of the implementing provisions of the Italian civil code establishes that the property manager must convene the meeting whenever they consider it necessary, or whenever at least two co owners representing one sixth of the building value under the millesimal table make a request.
If the manager does not convene the meeting within ten days of the request, the co owners who made it can proceed to convene it themselves. Where no manager is in office, any single co owner can convene the meeting on their own initiative, without having to gather the sixth of building value otherwise required for a request to the manager.
The request should be made in writing, stating the reasons and, where possible, the topics to be discussed: this helps the manager prepare a complete agenda and reduces the risk of having to call a second meeting to add missing items.
Notice periods and form of the convening notice
The notice of the meeting must be sent at least five days before the scheduled date, except in cases of proven urgency where the timeframe can be shortened, provided the notice remains effective and demonstrable.
The notice must state the date, time and location of the meeting for both the first and, if applicable, the second call, together with a specific list of the topics to be discussed. A generic or ambiguously worded agenda is one of the most common causes of a resolution being annulled: co owners must be able to understand in advance what they will be asked to decide.
Written form is mandatory, but the civil code explicitly allows certified email, fax or hand delivery, provided there is proof of receipt: for this reason the sending date and any read confirmation should always be kept on file.
Building an agenda that withstands a challenge
Every agenda item must be worded specifically: writing extraordinary maintenance is not enough, the item should specify the intervention, the estimated cost and, if available, the reference quotation.
Related matters that require a separate resolution should be listed as distinct items, for example appointing a technician, setting up a special fund for extraordinary works, or resorting to financing: bundling several decisions into one generic item exposes the resolution to a higher risk of being challenged.
- Precise description of the intervention or matter to be resolved
- Estimated cost and reference to quotations, if already available
- Any appointment of technicians, suppliers or legal counsel
- How the expense will be apportioned among co owners
- Date, time and location of the first and second call
Digital notice: what actually changes
Digital notice, sent via certified email or equivalent tools that guarantee traceability of sending and receipt, is fully legitimate and increasingly common, because it shortens turnaround times and leaves precise documentary proof of the notification date.
It still requires having the correct address for every co owner and their consent to receive communications this way: it is good practice to collect updated contact details and consent in the condominium registry, to avoid disputes over a notice that never reached its recipient.
A management platform such as AmministraPro lets you prepare the convening notice with a precise list of agenda items, send it by certified email or regular email to the addresses on file, and keep proof of sending and receipt in a single archive, useful if the resolution is later challenged.
Frequently asked questions
How many co owners are needed to force the manager to convene an extraordinary meeting?
A request from at least two co owners jointly representing one sixth of the building value under the millesimal table is required, as set out in article 66 of the implementing provisions of the Italian civil code. If the manager does not convene the meeting within ten days of the request, the requesting co owners can proceed directly.
What is the minimum notice period for an extraordinary meeting?
Notice must be given at least five days before the scheduled date. In genuinely urgent situations the timeframe can be shortened, but the notice must still be demonstrable and received in time by all co owners, otherwise the resolution risks being challenged.
Is notice by certified email or regular email valid for an extraordinary meeting?
Yes, it is an accepted and increasingly common practice because it guarantees traceability of sending and receipt. The address used must be correct and up to date in the condominium registry: platforms such as AmministraPro help keep this data aligned and retain proof of sending.
What happens if the agenda is generic?
A vague or overly broad agenda is one of the most frequent grounds for a resolution being annulled, because co owners have no way of understanding in advance what they will be asked to decide. Each item should describe the specific intervention, the estimated cost and, if available, the reference quotation.
If there is no property manager, who can convene the extraordinary meeting?
Where no manager is in office, any co owner can convene the meeting directly on their own initiative, without needing to gather the one sixth of building value otherwise required for a request addressed to the manager in charge.
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