Three important distinctions
| Organisation | Notice and form | Check |
|---|---|---|
| Association (Verein) | Its statutes govern; no universal statutory minimum period for all associations | §§ 32, 36, 58 BGB and statutes: authority, form, notice and agenda |
| Property owners' community (WEG) | Text form; generally at least three weeks except special urgency (§ 24(4) WEG) | Community rules, recipients, convening authority and resolution subjects |
| Cooperative (Genossenschaft) | At least two weeks; convening as prescribed in statutes, with the agenda announced (§ 46 GenG) | Statutes, special provisions, general or representative meeting |
Do not assume dispatch is the legally relevant starting point. Check whether receipt or publication matters and how the notice period is calculated. Longer requirements in statutes or community rules may also need to be observed.
Association: read the statutes
Statutes should specify when and how members' meetings are convened (§ 58 BGB). Do not substitute email for a required postal invitation without checking. Under § 32 BGB, the subject of a resolution must be identified when convening the meeting. Announcing important decisions only under “any other business” is risky.
Check who may convene, which members must be invited and how digital participation is allowed. § 32 BGB includes rules for hybrid and virtual association meetings; these cannot simply be applied to WEGs or cooperatives.
WEG: text form and specific resolution subjects
The manager generally convenes owners' meetings (§ 24 WEG). Text form does not necessarily require a handwritten signature, although postal letters may be useful. The statutory standard period is at least three weeks, except in cases of special urgency. Under § 23(2) WEG, planned resolution subjects must be identified in the invitation.
For example, describe a proposed renovation with sufficient detail rather than writing only “repairs”. Fully virtual meetings need a separate basis under § 23 WEG; including a video link alone is not enough.
Cooperative: publication and agenda
§ 46 GenG requires at least two weeks' notice. Convening follows the form set out in the statutes and the agenda must be announced. Later agenda additions have further requirements; under § 46(3) GenG, timely announcement at least one week before the meeting is generally required. Have exceptions and the precise calculation reviewed.
A personal letter is appropriate only where statutes prescribe or permit it; it does not replace required publication.
Adaptable sample for an association meeting
Subject: Invitation to the members' meeting of [association]
Dear members,
in accordance with § [statute provision], we invite you to the members' meeting on [date] at [time] in [venue, full address].
Agenda:
1. [Opening and procedural matters]
2. [Reports]
3. [Specific proposed resolution]
4. [If applicable, election: office and term]
[Documents, permitted participation arrangements and statutory instructions]
Kind regards,
[Board authorised to convene]
Before sending
- Verify convening authority, current addresses and the complete recipient group.
- Confirm date, venue, form, notice period and agenda.
- Attach relevant resolution papers and any necessary proxy instructions.
- Allow for delivery and protect other members' personal details.
- Keep invitations, attachments and dispatch or receipt evidence.
Prepare individual invitations in the letter editor. For larger lists, see the mail merge guide. Not every invitation needs registered mail: choose evidence based on the statutes and risk.
Official sources
§ 32 BGB · § 58 BGB · § 24 WEG · § 23 WEG · § 46 GenG
Note: General guidance, not legal advice. Invitation defects can make resolutions challengeable; obtain professional review for important decisions.