Last Updated on October 19, 2026 by Sufyan Shaikh
Housing societies regularly hold meetings to discuss maintenance, repairs, security, finances and other common issues. A meeting notice informs members about the meeting schedule and the matters proposed for discussion.
If you are a housing society chairman, secretary or committee member, you can use the following housing society meeting notice format as a starting point.
Housing Society Meeting Notice Format
[NAME OF THE CO-OPERATIVE HOUSING SOCIETY LTD.]
Registration No.: [Registration Number]
Address: [Complete Society Address]
NOTICE OF MEETING
Date of Notice: [DD/MM/YYYY]
Dear Members,
This is to inform you that a [Managing Committee Meeting / General Body Meeting / AGM / SGM] of [Society Name] will be held as per the following schedule:
Date: [Meeting Date]
Time: [Meeting Time]
Venue: [Society Office / Clubhouse / Other Venue]
Agenda
- Confirmation of the previous meeting minutes, where applicable.
- Discussion on pending maintenance and repair work.
- Review of security, cleanliness and common-area facilities.
- Discussion on maintenance collections and society expenses, where applicable.
- Consideration of member complaints and requests included for discussion.
- Other business permitted under the applicable meeting procedure.
Members are requested to attend the meeting on time and participate in the discussions.
For [Society Name]
Signature: ____________________
Name: [Authorised Person’s Name]
Designation: [Chairman / Secretary / Other Authorised Designation]
Date: [DD/MM/YYYY]
Note: Select the correct meeting type and customise the agenda. The authority to call the meeting, notice period, recipients and delivery method must comply with the society’s registered bye-laws and applicable law.
Sample Housing Society Meeting Notice
GREEN VALLEY CO-OPERATIVE HOUSING SOCIETY LTD.
Pune, Maharashtra
NOTICE OF MANAGING COMMITTEE MEETING
Date of Notice: 5 November 2026
Dear Committee Members,
This is to inform you that a Managing Committee Meeting of Green Valley Co-operative Housing Society Ltd. will be held on 12 November 2026 at 7:00 PM in the society office.
Agenda
- Review of pending common-area repair work.
- Discussion on lift maintenance and safety.
- Review of common-area electricity expenses.
- Discussion on outstanding maintenance dues.
- Review of complaints and requests received from members.
- Planning next steps for pending society matters.
All committee members are requested to attend the meeting and participate in the discussions.
For Green Valley Co-operative Housing Society Ltd.
Signature: ____________________
Name: Neha Deshmukh
Designation: Secretary
This is an illustrative sample using fictional details. Confirm that the meeting has been called by the authorised person and that the notice meets the applicable requirements before issuing it.
What Should a Meeting Notice Include?
Before circulating the notice, check that it includes:
- The registered society name and address
- The type of meeting
- The notice date
- The meeting date, time and venue
- A clear agenda
- The authorised signatory’s name and designation
- Any supporting documents required for the agenda
- Compliance with applicable notice and delivery requirements
Can a Housing Society Send Meeting Notices on WhatsApp?
WhatsApp can be used as an additional way to inform members and send reminders. However, a WhatsApp message should not automatically be treated as a substitute for formal notice. Check the society’s registered bye-laws and applicable rules for permitted methods of service, and retain appropriate records.
Difference Between a Meeting Notice and Meeting Minutes
A meeting notice is issued before a meeting to inform members about its schedule and agenda.
Meeting minutes are prepared after the meeting to record the discussions, decisions and resolutions actually passed.
Frequently Asked Questions
Who can issue a housing society meeting notice?
The person or body authorised under applicable law, rules and the society’s registered bye-laws should issue the notice. This may differ according to the type of meeting.
How many days before the meeting should the notice be sent?
The applicable notice period depends on the meeting type and governing requirements. Verify the current rules and registered bye-laws rather than relying on a general template.
Can the agenda be changed after the notice is circulated?
Changes must follow the applicable meeting procedure. Significant new business should not be added without considering whether proper notice is required.
Should the society keep a copy of the notice?
The society should maintain appropriate records of notices and their circulation as required by the applicable rules, bye-laws and administrative procedures.
Conclusion
A clear housing society meeting notice helps recipients understand when the meeting will take place and which matters will be discussed. Use this sample as a starting point, customise the agenda and verify the applicable procedure before circulation.
Disclaimer: This article is for general informational purposes and is not legal advice. Verify current Maharashtra co-operative law, rules, circulars and your society’s registered bye-laws before issuing a meeting notice.
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