Preparing the meeting notice with management software

Setting deadlines from the meeting date

The first step is to set the date and time of the session, then let the software calculate backwards the deadline for sending. Article 66 sets a minimum term of five days before the first call: the count must consider the day the notice is received, not sent, so the software must keep a safety margin for slower channels such as registered mail.

The second call cannot be held on the same day as the first and must in any case take place within ten days. Good software automatically proposes a valid date for the second call and blocks sending if the five-day term is not respected, flagging the error before it becomes an incurable defect.

Building the agenda and attaching documents

The notice must indicate a specific agenda: generic items such as any other business are not enough to resolve on a new matter. In the software it is best to draft the items precisely, for example approval of the year-end financial statement, allocation of the extraordinary expense for roof renovation, appointment or confirmation of the condominium manager.

Attaching supporting documents to the notice, such as the statement or the estimates, lets each owner arrive informed and reduces disputes in the meeting room. The software should allow these attachments to be linked directly to the notice, so they go out with it and remain archived in the same case file.

• Specific and understandable items, not generic formulas
• A clear distinction between ordinary and extraordinary administration matters
• Relevant attachments linked to the individual item
• The venue indicated, including a virtual one for videoconference

Choosing the delivery channel for each recipient

Article 66 allows communication by registered mail, certified email, fax or hand delivery. The channel may vary from owner to owner: those who have provided a certified email address can receive the notice there, while for the others registered mail remains. The software should manage this choice per recipient, so that no one is left uncovered.

The critical point is proof of receipt. Software connected to sending services stores the acceptance and delivery receipt of the certified email, or the record of the registered letter, associating it with the name. If the meeting is challenged for omitted or late notice, this documentation is the manager's strongest defence.

Verifying the register of entitled parties

All entitled parties must be summoned, not only owners: in the case of usufruct, Article 67 distinguishes the competences between bare owner and usufructuary depending on the matter. An outdated register, with a new owner not recorded after a sale, leads to summoning the wrong person and to a defective resolution.

The software must keep the condominium register synchronised with the units and the thousandths (millesimi), so that the list of those summoned is always aligned with the real situation. It is good practice to review the register before each meeting season, checking transfers, standing proxies and contacts.

Archiving the notice as evidence

Once sent, the notice must be kept together with the receipts and the agenda. Article 1130 of the Italian Civil Code requires the manager to retain all documentation of the administration, and the notice is fully part of it. Having it in the software, rather than in a scattered email folder, means being able to retrieve it in seconds even years later.

AmministraPro accompanies the manager along this entire path, from calculating deadlines to choosing the channel and storing the receipts, reducing manual work and the risk of formal defects. The available features are described on the functionality page at /funzioni, while the plans and costs are explained at /prezzi.

Frequently asked questions