This article explains how to carry out a written resolution (circular procedure without an in-person meeting) fully digitally in WEGly.
What is a written resolution?
A written resolution (also called a circular procedure) is a vote without a physical meeting. All owners vote in writing. Under German HOA law, the consent of all eligible voters is required. A simple majority is not sufficient.
How it works
A written resolution in WEGly consists of 2 parts: the online vote and the minutes.
Step 1: Create an online vote
- Navigate to Resolutions in the sidebar.
- Click Create vote.
- Fill in the Title, e.g. "Written resolution: Commissioning roof repair".
- Select the appropriate Voting method. For written resolutions, Head principle (1 person = 1 vote) is recommended.
- Set the Required majority to 100% (all must approve).
- Enter a sufficiently long Voting deadline (at least 14 days recommended).
- Click Save as draft and then activate the vote.
All members receive an email notification about the new vote.
Step 2: Monitor the vote
Under Resolutions you can see the current participation rate at any time. Once all owners have voted, the vote is complete.
Step 3: Close the vote
Click End to close the vote. The result is saved.
Step 4: Create minutes
- Navigate to Minutes in the sidebar.
- Click Create minutes.
- Select the type Written resolution.
- Enter the title and date.
- Record the result and all resolutions passed in the text field.
- Publish the minutes.
Tips
- Inform all owners in advance via the bulletin board about the planned written resolution and the reason for it.
- Set the deadline generously. Every person must vote. Do not wait until the last moment.
- Document explicitly in the minutes which owners voted yes, no, or abstained.
Frequently asked questions
What happens if not all owners vote? In a classic written resolution (100% majority required), the procedure is invalid if not all owners approve. WEGly shows you who has not yet voted.
Can a written resolution also be used for urgent decisions? Yes. The written resolution is ideal for decisions that do not require a physical meeting, e.g. commissioning repairs.