Owners Association Minutes: Arabic Template

The minutes are the written record of what a Saudi owners association's general assembly decided, and what the chairman, the manager and every owner consult afterwards. The printable template, with every field blank and an attendance list, is on the Arabic page, because the Executive Regulation says the assembly's correspondence and reports are in Arabic, with another language allowed in addition (art. 33). This page explains the structure for readers who follow it in English. It is a model, not legal advice: convening, quorum, voting and the form of the minutes follow your association's by-laws and the law, and your adviser should review the template before you adopt it. For the whole picture see our guide to the Saudi owners association.

What the law says, and what it does not

The fields in the template are what minutes need in order to be checkable later, not a list taken from the law.

• Keep them. The general assembly must keep the minutes of its meetings, and detailed books of the amounts owners owe, and every owner may ask to see the books (Regulation art. 32).
• Upload them. REGA says the chairman uploads the minutes and approves them in the Mullak platform.
• Who calls the meeting. The chairman calls it under the by-laws, at least once a year within three months of the end of the financial year; it can also be called at any time at the request of the manager, the auditor, or owners representing at least half the units (Law art. 18).
• First meeting. The applicant calls all members within five days of registration, with at least five days between notice and meeting. The first assembly decides on the by-laws, elects the chairman, appoints the manager unless the appointment is put off to the second meeting, and deals with the costs of setting up the association (Regulation art. 15). That minimum appears in the article on the first meeting; the by-laws set the notice procedure for later meetings (Regulation art. 14).
• Quorum. Set by the by-laws, not by a number in the Law (Regulation art. 14).
• Votes by area. A resolution is valid with at least three quarters of the total area of the subdivided units, unless the by-laws require more; an owner holding more than half the area is cut back to half (Law art. 18(6)). Each decision block therefore has a field for the area counted after that cut, if it applies.
• One representative per unit. Co-owners of a single unit choose one of themselves to represent them (Law art. 17).
• What the assembly decides. The manager's and auditor's reports, the annual budget, the appointment and pay of the manager and auditor, discharge of the manager and amendments to the by-laws (Law art. 18). A reserve fund is the assembly's choice (Regulation art. 30). By-law amendments also need REGA's approval.
• REGA may attend. It can send one or more representatives to general assemblies (Law art. 18).
• Electronic signature and remote attendance. We found no provision on either for owners' associations in the Law or the Regulation, so the template leaves the format of the meeting as a field. Follow your by-laws and the platform.

What the template records

1. Identification: the association, its REGA registration number, the property, date, place and format.
2. Convocation: who called the meeting, the date and the means of notice.
3. Attendance and quorum: units and area represented, representatives, the required quorum, and any owner above half the area.
4. The chair and the minute-taker.
5. Each agenda item: discussion, the decision, area in favor and its share of the total, the area counted after the dominant-owner cut (if it applies), the required ratio, the result. Items cover the previous minutes, the manager's and auditor's reports, the budget, the year's charges, the manager and auditor, discharge, the reserve, by-law amendments and the chairman's election.
6. Follow-up: who does what by when.
7. Closing and signatures, attachments, and a box for uploading the minutes to Mullak.

How Unitify helps, and what it does not do

Unitify does not write the minutes, check the quorum or decide whether a resolution is valid. A meeting notice reaches residents in the resident app, and the voting tool records owners' votes; legal validity depends on the law and your by-laws. Unitify has no built-in video conferencing, so a remote meeting, if your by-laws allow one, uses an outside tool, and Mullak remains the channel REGA describes for the minutes. The product interface is available in English and Arabic.

See the Saudi Arabia page, the pricing page or book a demo.

Sources: Law of Ownership, Subdivision and Management of Real Estate Units, Royal Decree No. M/85 of 2/7/1441H, and its Executive Regulation, Ministerial Decision No. 168 of 22/10/1441H, as published by REGA at rega.gov.sa; REGA's Mullak programme pages, rega.gov.sa/rega-services/platforms/mullak/, accessed 2026-09-07.