Features & tools
Sending meeting notices by certified email from the software
Article 66 of the implementing provisions of the Italian Civil Code lists certified electronic mail (PEC) among the valid means for convening the owners' meeting, alongside registered mail, fax and hand delivery. The notice must contain the agenda and must be communicated at least five days before the date set for the first call. PEC offers a decisive advantage over traditional post: the delivery receipt proves, with a certain date and time, that the message reached the recipient's mailbox, shielding the manager from disputes over deadlines. Sending notices from a management platform turns a delicate obligation into a tracked, repeatable operation.
Why PEC is a safe channel for the notice
Certified electronic mail has, by law, a value equivalent to that of registered mail with return receipt. When the manager sends a notice by PEC, the provider issues an acceptance receipt and a delivery receipt: the latter certifies that the message was deposited in the recipient's mailbox, with a certain date and time.
For the purposes of Article 66 what matters is that the communication reaches the recipient within the deadline. The PEC delivery receipt provides exactly this proof, without waiting for postal storage periods and without the risk of a failed collection that instead affects paper registered mail.
The deadlines to respect
The notice must be communicated at least five days before the date of the first call. The deadline is calculated from the moment the communication reaches the recipient, so with PEC the delivery receipt is what counts. For this reason it is prudent to send notices well ahead of the legal minimum, to absorb any technical mishaps.
The notice must set out the agenda in a specific way, in addition to the place and time of the meeting. A generic or incomplete agenda is among the most frequent grounds for challenging resolutions under Article 1137 of the Italian Civil Code: care over the content matters as much as the choice of channel.
PEC only, or is the owner's consent needed?
PEC is a valid means, but it assumes that the owner has a certified mailbox and that the manager knows it. In practice it is advisable to collect and keep the owners' PEC addresses up to date in the condominium register, and to agree on the use of this channel, so as to be certain of the communication route to use for each of them.
For owners who do not have or do not provide a PEC, the other means set out in Article 66 remain valid, such as registered mail or hand delivery. A good management platform lets you choose the correct channel recipient by recipient, without forcing a single method for everyone.
Bulk sending and traceability
The operational advantage of sending notices from the software is twofold. On one hand, bulk sending generates a PEC message for each recipient in a single step, attaching the notice letter, without composing dozens of messages by hand. On the other, each dispatch remains recorded, with its acceptance and delivery status, so it is possible to reconstruct at any time who received what and when.
This traceability is precious if a resolution is challenged: the manager can prove, receipt in hand, that the notice was properly sent within the deadline to all those entitled.
How it works in AmministraPro
In AmministraPro the notice is prepared with the agenda, place and time, and is sent by PEC to owners who have indicated this channel in the register, automatically attaching the letter as a PDF. The receipt is stored for each recipient, while owners with other contact details follow the postal channel or hand delivery.
In this way the manager centralises the notice, its dispatch and the proof in a single flow, reducing the risk of errors over deadlines. The available features and the plans are described on the features and pricing pages of the site.
Frequently asked questions
Is a meeting notice by PEC legally valid?
Yes. Article 66 of the implementing provisions of the Italian Civil Code expressly includes certified electronic mail among the valid means of convening the meeting, alongside registered mail, fax and hand delivery. PEC has a value equivalent to registered mail with return receipt, and the delivery receipt proves, with a certain date and time, that the communication reached the recipient.
How many days in advance must the notice be sent?
The notice must be communicated at least five days before the date set for the first call. With PEC the deadline is counted from the delivery receipt, which certifies the moment the message arrived in the recipient's mailbox. It is prudent to send it a few days earlier than the minimum, to absorb any mishaps.
Can I send the notice by PEC to all owners?
You can use PEC for owners who have a certified mailbox and who have provided this address. For the others the other means set out in Article 66 remain valid, such as registered mail or hand delivery. It is good practice to collect and keep PEC addresses up to date in the condominium register and to choose the correct channel for each recipient.
What should I keep as proof that the notice was sent?
For PEC you must keep the delivery receipt, which certifies the date and time of arrival at the recipient's mailbox. For registered mail the return receipt is what counts, while for hand delivery a signed statement is needed. Keeping this evidence is essential to prove that deadlines were met if the resolution is challenged.
How does AmministraPro handle sending notices by PEC?
In AmministraPro you compile the notice with the agenda, place and time and send it by PEC to owners who have indicated this channel, with the letter attached as a PDF and the receipt stored for each recipient. Owners with other contact details follow the postal channel or hand delivery. The features and plans are described on the features and pricing pages of the site.
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