Last Updated on October 19, 2026 by Sufyan Shaikh
Housing societies regularly make decisions about repairs, maintenance, finances, security, vendors and other common matters. A written resolution helps record a decision formally and clarifies what was approved, who is responsible and what action needs to be taken.
If you are a housing society chairman, secretary, treasurer, committee member or resident in Maharashtra, this guide explains how to draft a resolution and provides sample formats for common situations.
What Is a Housing Society Resolution?
A housing society resolution is a formal decision recorded by the relevant meeting or body of the society, such as the managing committee or general body, acting within its authority.
A resolution may cover matters such as:
- Approving routine repair work
- Considering quotations from contractors
- Appointing a service provider, where authorised
- Recording a decision on maintenance or common facilities
- Authorising an office-bearer to complete a specified task
- Recording decisions made at an AGM or Special General Body Meeting (SGM)
Important: A resolution is not automatically valid just because it has been written down or signed. The correct body must have authority to decide the matter, and the applicable meeting, quorum, voting and approval requirements must be followed.
Housing Society Resolution Format
Use the following template as a starting point and customise it for the specific decision.
[NAME OF THE CO-OPERATIVE HOUSING SOCIETY LTD.]
Registration No.: [Registration Number]
Address: [Complete Society Address]
RESOLUTION NO. [NUMBER]/[YEAR]
Meeting Type: [Managing Committee Meeting / AGM / SGM]
Meeting Date: [DD/MM/YYYY]
Meeting Venue: [Venue]
Agenda Item No.: [Number]
Subject: [Brief Description of the Matter]
Resolution:
“Resolved that [clearly state the decision approved by the authorised body].
Further resolved that [name or designation of the authorised person] is authorised to [describe the specific action], subject to the applicable law, the society’s registered bye-laws, the approved budget and any required approvals.”
Voting Outcome, where applicable: [Record the actual result and any required details]
Recorded in the minutes of the meeting.
Name: [Chairperson / Secretary / Authorised Person]
Designation: [Designation]
Signature: ____________________
Date: [DD/MM/YYYY]
Use the wording that accurately reflects the decision actually passed. Do not include a financial commitment, delegation or approval that the meeting did not authorise.
Sample Housing Society Resolutions
The following examples are illustrative. Replace the fictional details and amounts with the actual decision and verify the approving body’s authority before use.
Example 1: Resolution for Common-Area Repair Work
Subject: Repair of Common-Area Flooring
Resolution:
“Resolved that the proposal to repair the damaged flooring in the society’s common areas be considered based on the quotations and technical details placed before the meeting.
The authorised person is directed to obtain any additional information required and proceed only after the necessary approval of the scope, cost and contractor has been obtained in accordance with the society’s applicable procedures.”
Action owner: [Name / Designation]
Target date: [Date]
Example 2: Resolution for Lift Maintenance
Subject: Annual Lift Maintenance Contract
Resolution:
“Resolved that the quotations received for the lift maintenance contract be reviewed and compared, including the scope of service, safety requirements, response times and cost.
The authorised person shall place the recommendation before the competent approving body, if further approval is required, before finalising the contract.”
Example 3: Resolution for Appointment of a Security Agency
Subject: Security Services for the Society
Resolution:
“Resolved that the available proposals for security services be reviewed, including the proposed staffing, service coverage, background verification procedures and charges.
The competent approving body shall decide on the appointment in accordance with the applicable approval process. Any authorised person signing the agreement must act within the scope of that approval.”
Example 4: Resolution for Maintenance Dues Follow-Up
Subject: Follow-Up on Outstanding Maintenance Dues
Resolution:
“Resolved that the society office shall review the outstanding maintenance accounts and issue statements or reminders to the relevant members in accordance with the society’s records and applicable procedures.
Any disputed account shall be reviewed before further action is taken. Recovery action, where necessary, must follow the applicable legal process.”
Example 5: Resolution to Authorise a Bank-Related Task
Subject: Society Bank Documentation
Resolution:
“Resolved that [name/designation] be authorised to submit the documents required by the society’s bank for [specific purpose], subject to the bank’s requirements, the society’s approved signatory arrangements and any necessary approvals.”
This sample does not itself change bank signatories or authorise transactions unless the proper approval and bank formalities have been completed.
Example 6: Resolution Passed at an AGM
Subject: Consideration of the Annual Budget
Resolution:
“Resolved that the proposed annual budget for the financial year [year] be considered by the general body, and that the actual decision, any approved changes and any conditions be recorded in the minutes.”
Complete the resolution with the exact outcome: approved, amended, deferred or not approved, as applicable.
Example 7: Resolution for CCTV Maintenance
Subject: Repair and Maintenance of CCTV Equipment
Resolution:
“Resolved that the CCTV system in the society’s common areas be inspected and the necessary repair options and quotations be obtained.
The work may proceed only after the required cost and scope have been approved by the competent body. Access to footage and related personal data must be handled in accordance with applicable requirements and the society’s policies.”
Example 8: Resolution to Record a Committee Decision
Subject: Follow-Up on Pending Society Work
Resolution:
“Resolved that the status of the pending work listed in the meeting agenda be reviewed and that the responsible office-bearer provide an update at the next appropriate meeting.
The minutes shall record the action owner, any agreed deadline and the status of the work.”
Managing Committee Resolution vs General Body Resolution
The correct approving body depends on the matter being considered and the powers provided under the applicable law, rules and registered bye-laws.
| Managing committee resolution | General body resolution |
|---|---|
| Records decisions within the managing committee’s authority. | Records decisions on matters reserved for or properly placed before the general body. |
| Often covers routine administration and authorised operational work. | May cover annual accounts, member-level decisions and other general body business. |
| Must comply with committee meeting and voting requirements. | Must comply with general body notice, quorum and voting requirements. |
Some decisions require additional approvals, prescribed majorities, statutory procedures or consent. A general body resolution cannot override a legal requirement.
How to Pass and Record a Housing Society Resolution
- Identify the approving body. Confirm whether the matter belongs to the managing committee, general body or another competent authority.
- Include the matter in the agenda. Give sufficient information about the decision being considered and provide supporting documents where necessary.
- Convene the meeting correctly. Follow the required notice, attendance, quorum and meeting procedures.
- Record the motion and outcome. Document the decision that was actually passed and any relevant voting result.
- Assign follow-up actions. State who will implement the decision and any agreed deadline.
- Prepare and retain the minutes. Follow the applicable process for finalising and authenticating the meeting record.
- Complete any further approvals. Obtain additional permissions, consents or documentation required before implementation.
Common Mistakes to Avoid
- Using a committee resolution for a matter that requires general body approval.
- Recording a proposed decision as if it were approved.
- Omitting the meeting date, agenda item or subject.
- Failing to record material conditions or voting outcomes.
- Authorising expenditure without checking budget and approval limits.
- Making changes to an existing resolution without following the proper procedure.
- Treating a resolution as a substitute for a required contract, statutory approval or formal legal process.
Frequently Asked Questions
1. Is a housing society resolution required for every decision?
Not necessarily. The requirement depends on the nature of the decision, the applicable law, the registered bye-laws and the society’s procedures. Important decisions should be properly documented.
2. Can a society committee pass a resolution without a meeting?
Do not assume that an informal message or circulation of signatures is equivalent to a valid meeting resolution. Check whether the applicable rules permit the proposed procedure and what formalities must be followed.
3. Can a resolution be cancelled or changed?
A resolution may need to be reconsidered or modified, but the proper authority and procedure must be followed. The society should document the later decision and preserve an accurate record of the earlier one.
4. Who signs a housing society resolution?
The applicable bye-laws and meeting procedures determine how the minutes and related records are authenticated. A signature alone does not establish that the decision was validly approved.
5. Is a resolution passed at an AGM always binding?
A properly passed resolution may bind the society and its members within the scope of the approving body’s authority, but it remains subject to applicable law, statutory requirements and the society’s registered bye-laws.
Conclusion
A clear housing society resolution records what was decided, by which authorised body, and what action should follow. Use the sample formats as drafting aids, ensure that the resolution reflects the actual decision and follow the applicable meeting and approval procedures.
Disclaimer: This article is for general informational purposes and is not legal advice. Maharashtra housing societies should verify current legislation, rules, circulars and their registered bye-laws before relying on a resolution format.
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