Italian Assembly Notice: Template and What It Cannot Miss

Anyone searching for an "avviso di convocazione assemblea condominiale fac-simile" has usually already read — or is about to read — the rules on timing and channels, and wants to see the actual document. We wrote about the notice periods and the channels the law allows here; this post is about the document itself: what to write in it, in what order, and what separates a valid notice from a reminder.

The template

CONDOMINIUM [name/address]
Administrator: [name, contact details]

NOTICE OF CONDOMINIUM ASSEMBLY

Pursuant to art. 66 of the provisions implementing the Civil Code, notice
is given that the assembly of Condominium [name] is convened:

- FIRST CALL on [date] at [time],
  at [place] / by videoconference on the [platform name] platform;
- SECOND CALL, if needed, on [date] at [time],
  at [place] / by videoconference on the [platform name] platform.

AGENDA

1. Approval of the minutes of the previous assembly of [date].
2. Presentation and approval of the rendiconto condominiale for the
   [year] financial year (art. 1130-bis of the Civil Code).
3. Cost estimate for [description of the work] and the related resolution.
4. Appointment/confirmation of the administrator for [year(s)].
5. Any other business.

Each owner may be represented by another person under a written proxy,
to be delivered to the proxy holder or the administrator before the
meeting starts.

PROXY

The undersigned ____________________, owner of unit ____________________,
authorizes Mr./Ms. ____________________ to represent and vote on their
behalf at the assembly convened above.

Date ____________________          Signature ____________________

[Place], [date]                              The administrator
                                              ____________________

It is not a form to fill in mechanically: each line corresponds to a requirement or a practice worth understanding before using it, because a notice copied without knowing why each part is there ends up weak exactly where it needs to hold.

Two choices in this template are worth flagging. The first is that both dates — first and second call — sit in the same notice, not in two separate communications: that is the more common practice, because it avoids a second mailing if the first sitting goes empty, and nothing in art. 66 forbids it. The second is that the agenda is numbered point by point: a numbered list is not a legal requirement, but it is what makes it possible to check, point by point, the outcome of the vote in the verbale — the document we wrote about here.

What art. 66 actually requires — and what it doesn't

Worth being blunt about what is law and what is convention here, because blurring the two is the fastest way to make the text say more than it does.

What art. 66 requires:

• The agenda stated specifically. "Any other business" is not enough for an item that involves a significant expense or a resolution likely to be contested: every point has to be written so an owner understands what will be discussed.
• At least five days' notice before the date fixed for the first call. That is a minimum, not a suggestion.
• One of four allowed channels: registered post, certified email (PEC), fax or hand delivery. No other channel is provided for by the rule.
• The place and time of the meeting, or, for a videoconference, the electronic platform and the time.
• A second call, if set, not on the same calendar day as the first (art. 66, fourth comma) — and in any case no more than ten days after it, under art. 1136, third comma, of the Civil Code: two distinct rules, which we separate here.

What practice adds, not the law:

• The proxy line. Convenient for owners who cannot attend, but art. 66 does not require it in the notice: it is a practical addition, not a requirement.
• The reference to the condominium regulation. Useful when an agenda item points to a specific clause of the regulation, but again not required by the rule governing the notice itself — the regulation, where one exists, is attached to the register of minutes (art. 1130, no. 7), not necessarily to the notice. What the regulation contains and how it is approved or changed is in condominium regulation: contents and approval: if that is the subject of the assembly, the proposal must be written specifically on the agenda.

A note on the "any other business" item: use it for announcements and updates, not to push through a resolution that commits the condominium to an expense or an obligation. An owner reading the notice must be able to decide whether to attend on the strength of the items listed — which is why a vague agenda is the most common defect in notices that end up challenged.

If one of the legally required elements is missing — not one of the practice additions — the convocation is omitted, late or incomplete, and the resulting resolution is voidable at the instance of dissenting owners or absent owners who were not properly summoned (art. 1137 of the Civil Code, referenced by art. 66 itself).

What the app does, and what stays with the notice

A resident app can send a reminder to whoever lives in the building — not only the owners on file — in the days before the meeting, and flag the agenda to anyone who has not yet opened the registered letter or the PEC. That is useful, and it cuts down on empty assemblies caused by simple forgetfulness.

But it stays a reminder, not the legal notice of convocation — we wrote about why the four channels in art. 66 remain the only valid ones here. On the document itself, the practical value lies elsewhere: starting from the same template every time, with a numbered agenda and the two dates already consistent with each other, instead of rewriting the notice from scratch for every assembly.

If your studio still builds every notice from a template pieced together by hand, book a demo to see how the registry, contact details and millesimi stay ready — and how each notice's recipient, channel and date stay on record.