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Total OCS | Ballot Pack

Owners Corporation Ballot Pack — Victoria

Running a ballot for your owners corporation? This free tool builds a complete, compliant ballot pack in one place — combining the notice of ballot, voting instructions and ballot paper into a single printable document. 

Built for self-managed owners corporations in Victoria under the Owners Corporations Act 2006.

Notice of Ballot — the formal notice to lot owners including the closing date, resolution text and details of the person giving notice. Must be issued at least 14 days before the ballot closes.

Ballot Instructions — explains how to vote, return deadlines, resolution types and the rights of the committee when counting ballot papers.

Ballot Paper — where lot owners record their vote (For, Against or Abstain) for each motion, including member declaration and signature.

Proxy Form — if a lot owner is appointing a proxy to vote on their behalf, the proxy form is built in and automatically attached to the back of the ballot pack when printed.

Owners corporations use ballots when a decision needs to be made outside of a general meeting, or when lot owners are unable to attend in person. Ballots are required for:

Ordinary resolutions — decisions requiring at least 50% of lot entitlements in favour.

Special resolutions — decisions requiring 75% of lot entitlements, such as changes to rules or significant expenditure.

Unanimous resolutions — decisions requiring 100% of all lot entitlements.

The type of resolution required depends on the nature of the decision. Your ballot pack must clearly state which type applies to each motion.

Step 1 — Notice of Ballot. Enter the owners corporation name and plan number, the ballot closing date, the text of the resolution(s), and the details of the person issuing the notice.

Step 2 — Instructions. Set the return deadline and contact details, describe the purpose of the ballot, and optionally add a link to an electronic voting platform such as SurveyMonkey or Microsoft Forms.

Step 3 — Ballot Paper. Add your motions, select the resolution type for each (Ordinary, Special or Unanimous), and enter the voting items. If a proxy is voting, fill in the proxy form — it will automatically attach to the back of the printed pack.

When you’re done, hit Preview Ballot Pack to review the full document, then Print / Save as PDF to download your completed ballot pack ready to issue to lot owners with your cover letter.

This tool is based on the requirements of the Owners Corporations Act 2006 (Vic), the Owners Corporations Regulations 2018 and the relevant prescribed forms. Key requirements to keep in mind:

The notice of ballot must be given to each lot owner at least 14 days before the ballot closes.

A lot owner may appoint a proxy to vote on their behalf — the proxy form must be completed and returned to the secretary before the ballot closes.

Any ballot paper received after the closing time is informal, regardless of when it was posted.

A person is not eligible to vote if they are in arrears for fees or other amounts owed to the owners corporation.

An interim special resolution applies where at least 50% vote in favour and no more than 25% vote against — it can only be acted on after 29 days if no petition is received.

Disclaimer This tool is designed to assist self-managed owners corporations in Victoria. It does not constitute legal advice. For complex matters or disputes, consult a qualified legal practitioner.

Owners Corporation Ballot Pack | Total OCS
Timing: This notice must be given to each lot owner at least 14 days before the ballot closes.

From: the owners corporation

Date of notice
Name of owners corporation
Owners corporation plan number

Ballot details

Closing date for ballot (votes must be submitted by)
Text of resolution(s) to be voted on
This text will appear in the notice and must describe what members are voting on.

Proxy rights

Lot owners have the right to appoint a person (proxy) to represent them in this ballot. To appoint a proxy, the lot owner must complete an Owners Corporation Proxy form and return it to the secretary before the ballot closes. If appointing a power of attorney as a proxy, a copy of the power of attorney must be attached.

Details of person giving this notice

Name
Position
Contact telephone number
Address

Return of ballot paper

Return by — Date
Return by — Time
Return ballot paper to
Name
Secretary of owners corporation number
Address
Fax
Email

Purpose of the ballot

The ballot is required to enable the owners corporation to make a decision on:

How to vote

FOR
To vote in favour of the motion, mark the FOR box. A cross in the FOR box is also counted as a vote in favour.
AGAINST
To vote against the motion, mark the AGAINST box.
Sign or execute the ballot paper and write your lot number(s). Return by post, fax, or email to the secretary by the closing time. Any ballot received after the closing time will be informal regardless of the time of posting.

Types of resolutions

Unanimous
Requires 100% of all lot entitlements.
Special
Requires 75% of lot owners/proxies or representing 75% of lot entitlements. If at least 50% vote in favour with no more than 25% against, it becomes an interim special resolution — notice must be sent within 14 days and can only be acted on after 29 days.
Ordinary
Requires at least 50% of all lot entitlements voting in favour.

The committee has the power to decide at its sole discretion whether or not:

  • A voting paper or supporting document has been received before or after the closing time.
  • A proxy is valid or invalid.
  • A power of attorney has been validly executed or extends to voting at this ballot.
  • A company representative has been validly appointed.
  • A certified copy of a power of attorney evidences the existence of the power of attorney.
  • A voting paper is formal or informal.

Where the required number of votes has not been achieved, the decision will be interim and a notice and minutes will be sent to all lot owners. In the event of equal votes, the chairperson (who is a lot owner or proxy) will have the casting vote.

  • Each lot owner must sign their ballot paper.
  • If voting by proxy or power of attorney, attach the proxy form and a copy of the power of attorney.
  • Where a company is registered as owner, the company seal must be affixed and witnessed, unless voting by proxy or authorised representative.
  • Where two or more persons are registered as owners, all must sign or appoint a jointly authorised proxy.
  • Where there are successive interests in a lot, only the registered owner(s) may vote.

Electronic voting (optional)

Electronic voting platform link
One link covers all motions. Leave blank if not using an electronic voting platform.

Ballot paper details

Date / time sent
Date / time received

Member declaration

I/we who are members of owners corporation plan No. _______________ hereby vote:
For an ordinary resolution — at least 50% of all lot entitlements must vote in favour.
For a special resolution — at least 75% of lot entitlements must vote in favour.
For a unanimous resolution — 100% of all lot entitlements must vote in favour.

Motions

Add one or more motions. Each motion can have multiple voting items.

Voter details

A person is not eligible to vote if they are in arrears for any fees or other amounts owed to the owners corporation.
I am voting as a:
Lot number(s)
A proxy form is required. Fill it in below — it will be attached to the back of the ballot pack automatically.

Signature

The signature, print name and date fields will appear as blank sections on the printed ballot for the lot owner to complete by hand. If voting as a proxy or power of attorney, the lot owner must attach a copy of the proxy or power of attorney.
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