An Ontario annual general meeting takes two written notices. The preliminary notice goes out first, at least 20 days before the notice of meeting, and the notice of meeting goes out at least 15 days before the meeting (Condominium Act, 1998, s. 47 (1) (b) and (c)). So a board that plans its AGM starts at least 35 days ahead, and both notices are on the Condominium Authority of Ontario's forms.
This article walks through the two notices in the order the board sends them. For holding the meeting online and for quorum, see the guide on virtual meetings and electronic voting.
When the AGM is due
"The board shall hold a general meeting of owners not more than three months after the registration of the declaration and description and subsequently within six months of the end of each fiscal year of the corporation" (s. 45 (2)). For a corporation whose fiscal year ends on December 31, that means by June 30. At the AGM, any owner may raise for discussion "any matter relevant to the affairs and business of the corporation" (s. 45 (3)).
Step 1: the preliminary notice
"Before the board sends out a notice to call a meeting of owners, it shall send a preliminary notice to the owners" (s. 45.1 (1)). It is on the CAO's form (O. Reg. 48/01, s. 12.2 (4)), and it asks for two things, each by a date the notice states:
- if directors are to be elected, that each person who intends to be a candidate notify the board in writing of their intention, name and address (s. 45.1 (1) (a));
- that any owner who wants material included in the notice of meeting provide it to the board (s. 45.1 (1) (b)).
That date must be at least 15 days after the board gives the preliminary notice, and at least one day before it gives the notice of meeting (O. Reg. 48/01, s. 12.2 (1)).
The preliminary notice also tells owners its purpose, the purpose of the meeting and its projected date (O. Reg. 48/01, s. 12.2 (2) (a) to (c)). If directors are to be elected, it states the size of the board, the number of positions up for election, any position reserved for a vote of certain owners and the term of each one (s. 12.2 (2) (g)).
A candidate who notifies the board gives the disclosure statement the regulation requires at the same time, in writing (O. Reg. 48/01, s. 11.6 (5)). It covers, among other things, legal actions with the corporation, an interest in a contract with it, and common expenses in arrears for 60 days or more (s. 11.6 (1)).
The board does not have to include an owner's material in the notice of meeting unless the regulations require it (s. 45.1 (2)). They do require it when owners of at least 15 per cent of the units make the submission on the prescribed form, by the date and method the preliminary notice set (O. Reg. 48/01, s. 12.8 (1) (a)).
Step 2: the notice of meeting
The notice of meeting is "given at least 15 days before the day of the meeting" (s. 47 (1) (b)), on the CAO's form (O. Reg. 48/01, s. 12.8 (2)). It must "specify the place, the date and the time of the meeting, as well as the nature of the business to be presented at the meeting" (s. 47 (7) (a)), though a meeting held entirely by telephonic or electronic means needs no place (s. 47 (7.1)). It must also include:
- a copy of all proposed changes to the declaration, by-laws, rules or agreements to be discussed (s. 47 (7) (b) (i));
- the quorum, who counts towards it, and how an owner may be present and vote (O. Reg. 48/01, s. 12.8 (1) (b) to (d));
- for an election, the name and address of each candidate who notified the board by the date in the preliminary notice (s. 28 (2)), with their disclosure statements (O. Reg. 48/01, s. 12.8 (1) (e));
- for an AGM, a copy of the financial statements and the auditor's report (s. 69 (2)).
The most recent approved financial statements and auditor's report are also core records an owner can ask for at any time; see owner records requests.
If owners can attend by telephonic or electronic means, the notice includes the instructions to attend, participate and, if applicable, vote that way (O. Reg. 48/01, s. 12.8 (5)).
At the meeting itself, the board also places before the owners the most recent periodic information certificate and any information certificate updates sent since (O. Reg. 48/01, s. 12.1 (1) (b)). See the guide on the periodic information certificate.
Who receives the notices, and how
Both notices go to the owners and mortgagees in the corporation's record of owners and mortgagees: as it stood 20 days before the meeting for the notice of meeting, and five days before it is given for the preliminary notice (s. 47 (2) and (3)).
A notice to an owner may be delivered personally, sent by prepaid mail to their address for service, sent to the electronic communication address in the record if the by-laws do not prevent it, or delivered at the unit or its mail box (s. 47 (4)). Delivery at the unit is ruled out for an owner who has asked in writing not to be served that way and given another address for service, if the request arrived at least 20 days before the meeting for a notice of meeting, or at least five days before the notice is given for a preliminary notice (s. 47 (4) (d)). The by-laws can rule out email for some or all notices (s. 47 (6)).
A worked timeline
For an AGM on Thursday, May 27, 2027:
| Step | Latest day | Rule |
|---|---|---|
| Notice of meeting given | Wednesday, May 12 | at least 15 days before the meeting, s. 47 (1) (b) |
| Date for candidates and owners' material | Tuesday, May 11 | at least one day before the notice of meeting, O. Reg. 48/01, s. 12.2 (1) (b) |
| Preliminary notice given | Thursday, April 22 | at least 20 days before the notice of meeting, s. 47 (1) (c) |
The candidates' date must also be at least 15 days after the preliminary notice (s. 12.2 (1) (a)): here, May 7 at the earliest, so May 11 works. Days are counted the Legislation Act way: the day a notice is given does not count, the day of the next step does (Legislation Act, 2006, s. 89 (3)). Leave a margin on each step: these are minimums, and a notice given late means calling the meeting again. The December 31, 2026 amendments below do not change these three periods.
What changes on December 31, 2026
Amendments to the Act and to O. Reg. 48/01 take effect on December 31, 2026. Where the Act reserves a board position for the owners of owner-occupied units (s. 51 (6)), that position becomes one reserved for the owners of "non-leased voting units", and the preliminary notice for a meeting where that position is open must carry more information and a separate call for candidates (amended s. 45.1 (1) (a.1)). The new rules apply to a meeting whose preliminary notice is sent on or after December 31, 2026 (O. Reg. 48/01, s. 79, added by O. Reg. 236/26 on that day). A board planning a spring AGM will be sending its preliminary notice under the new rules.
Sources
- Condominium Act, 1998, S.O. 1998, c. 19, ss. 28, 45, 45.1, 47 and 69.
- O. Reg. 48/01 (General), ss. 11.6, 12.1, 12.2, 12.8 and 79.
- Legislation Act, 2006, S.O. 2006, c. 21, Sched. F, s. 89.
This article summarizes the Condominium Act, 1998 and its regulations as of October 21, 2026, and notes the changes dated December 31, 2026. It is general information, not legal advice. For a decision about your corporation, consult an Ontario condominium lawyer.