Email Notice for a Quebec Condo AGM: Is It Valid?

Sending the notice of meeting for the annual general meeting (AGM) by email has become common in divided co-ownership. Board of directors (board) members see it as a fast, economical solution. But is it legally valid in Quebec? And under what conditions will the meeting and its votes avoid being challenged?

In this practical guide, we explain what the Civil Code of Quebec (C.C.Q.) and the Act to establish a legal framework for information technology (the AFTIT) allow, what precautions to take in your declaration of co-ownership and by-laws of the immovable, and the best practices for proving delivery. Information current as of 2026-07-31.

Is it valid to send an AGM notice by email?

Yes, the notice of meeting may be sent by email if certain conditions are met. The C.C.Q. governs co-owner meetings, notices of meeting and their content (see sections 1087 and 1088 C.C.Q.). The AFTIT recognizes the legal equivalence of a document sent by technological means, provided that the integrity of the information is ensured and the recipient consents to using that means.

In practice, an email notice is valid when:

• the co-owner has consented to receiving notices by email;
• the declaration of co-ownership or by-laws of the immovable expressly authorizes technological means or, failing that, the syndicate obtains the individual’s written consent;
• the notice period, mandatory content and documents to be attached are respected;
• the syndicate can demonstrate that the notice was sent and, ideally, delivered or received.

Useful references:

• Civil Code of Quebec – Meeting of co-owners (sections 1087–1088)
• AFTIT – Functional equivalence and technological communications

Conditions for sending a notice by email

1) Clear consent from the co-owner

The AFTIT permits the use of a technological means if the recipient consents to it. Obtain written consent, dated and signed (electronically or on paper), specifying the email address to be used and the types of communications covered (notices of meeting, minutes, administrative communications).

• Good practice: include a consent form in your welcome package or when contact information is updated annually.

2) Declaration of co-ownership and by-laws of the immovable

Check whether the declaration of co-ownership or by-laws of the immovable mention the electronic delivery of notices. If this is not provided for, consider adopting an amendment at a meeting. A well-drafted clause makes management easier, specifies the procedures (acknowledgement of receipt, attachments, platform) and helps prevent challenges.

3) Proof of delivery and traceability

Validity does not depend on an automatic acknowledgement of receipt, but the syndicate must be able to prove that the notice was sent to the correct address within the required time. Prioritize tools that retain delivery logs, timestamps and the integrity of attachments. If a message is returned as “mailbox full” or “invalid address,” arrange for a second delivery by another means.

4) Accessibility, accommodations and confidentiality

Not all co-owners are comfortable with technology. Offer an alternative channel (mail, hand delivery) to those who refuse email or do not have access to it. Treat email addresses as personal information and apply security measures that comply with the Act respecting the protection of personal information in the private sector (Quebec’s Bill 25).

• Reference – Act respecting the protection of personal information in the private sector

Deadlines, mandatory content and documents to attach

The C.C.Q. specifies who calls the meeting and how it is called, as well as the essential elements of the notice (see sections 1087 and following). As a general rule, a minimum notice period of approximately ten days is required; several internal by-laws also set a common maximum (often around 45 days). Check your specific clauses and comply with the deadline indicated in your declaration of co-ownership and by-laws.

Expected content of a valid notice of meeting:

• date, time, physical location or link/platform if the AGM is hybrid or virtual;
• detailed agenda (e.g. election of the board of directors, budget, contingency fund, ratification of contracts, amendments to the by-laws of the immovable);
• voting, quorum and proxy procedures;
• contact information for logistical questions and technical assistance.

Documents commonly attached to the notice:

• financial statements and the auditor’s/CPA’s report, or at minimum a summary according to your usual practice;
• proposed budget and its impact on condo fees/common expenses;
• proxy forms that comply with your declaration of co-ownership;
• any proposed amendment to the by-laws of the immovable or declaration of co-ownership, with comparison texts;
• connection instructions if the meeting includes technological access.

For more information on meeting preparation, consult the RGCQ (Regroupement des gestionnaires et copropriétaires du Québec): https://rgcq.org/

Email delivery procedure: step by step

• Consolidate the co-owner register: legal name, mailing address, consented email address, lots/fractions and communication preferences.
• Validate email consents and reissue the forms as needed.
• Prepare the notice as a non-editable PDF; name the files clearly (e.g. “Syndicate-AGM-Notice-2026-09-15.pdf”).
• Test the delivery with an internal list before sending it to everyone.
• Send it from the syndicate’s official email address (or through a management platform) with traceability and attachments;
• Archive the evidence: delivery list, timestamps, PDF copies and screenshots of dashboards;
• Manage bounces. If an address fails, resend by another means (mail or hand delivery) and record the action.

Need help standardizing your notice procedures and holding AGMs? Discover our administrative management services.

Are you planning an annual communications calendar (notices of meeting, minutes, assessment reminders)? Get ideas from the practices shared on our blog.

Useful templates and comparison table of delivery methods

Examples of subject lines:

• “Condo corporation [Nom du syndicat] – Notice of AGM on [date]”
• “Reminder – AGM [date] at [heure] – Agenda and documents”

Statements to include in the body of the email:

• reminder of consent to email communication;
• what to do if the message cannot be read (another method is available upon request);
• link or attachment for the proxy;
• instruction to check the “junk mail” folder.

Frequently asked questions (FAQ)

Q1. A co-owner refuses email. What should we do?

Offer an alternative channel (mail, hand delivery) and update the register to distinguish communication preferences. Without consent, do not use email as the sole method of giving notice.

Q2. The notice went to junk mail. Can the AGM be challenged?

The syndicate must prove that the notice was properly sent and that it acted with reasonable diligence. Reduce the risk by sending a reminder and offering an alternative method. An acknowledgement of receipt or consultation through a platform strengthens the evidence.

Q3. Can we hold a 100% virtual or hybrid AGM?

Yes, if your declaration of co-ownership/by-laws authorizes it or you obtain the required agreement, and if everyone can communicate adequately with one another using technology. Refer to the C.C.Q. provisions on meetings and technological means (current as of 2026-07-31) and to the AFTIT.

Additional references:

• C.C.Q. – Meeting of co-owners (sections 1087–1088)
• AFTIT – Electronic communications

This article provides general information and does not constitute legal advice. For your situation, consult a lawyer or notary.

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