How to Write a Motion for a General Meeting
General meetings are where big decisions get made, budgets, by-laws, repairs, and even litigation. If there’s something you want the scheme to decide on, the way to make it happen is by putting forward a Motion.
But writing a motion is not always straightforward. A vague note or verbal request on the night will not guarantee your issue gets dealt with. A clear, well-prepared Motion ensures your proposal is formally included on the agenda, discussed by the meeting, and voted on.
Here’s how to do it.
What is a Motion?
A Motion is simply a proposal put forward for consideration at a meeting. At a strata or community general meeting, every agenda item is a Motion, for example:
“That the Minutes of the previous General Meeting be considered a true and accurate record of the proceedings of that meeting.”
“That the community association engage a qualified expert to provide a Safety Report for the common property and community facilities and implement any risk prevention measures within that report.”
“That the owners corporation engage ABC Super Strata Plumbing to jet clear the blocked stormwater pipe located at the eastern boundary at a cost of $500.”
The easiest way to think of a Motion is view it as a proposal with a yes or no answer.
Once put to a vote, a Motion either passes (yes) or fails (no).
If a Motion is passed by a vote, it becomes a Resolution.
Tip: The simplest way to then record the Resolution for your Minutes is to put the word “Resolved” at the start of the Motion.
(If it is a Special or Unanimous Resolution simply add “Specially Resolved” or “Unanimously Resolved”)
To record the failed Motion the simplest way is to write “Motion Lost” at the start
Why Motions Matter
Submitting your Motion in writing before the meeting means:
It must be included on the official agenda circulated to all owners.
Everyone has notice of the issue and can come prepared.
It can be properly debated and decided on by vote.
If you only raise your concern during the meeting, the chairperson may note it, but usually it cannot be voted on until a future meeting: the reason being is that owners who are not in attendance have not had their chance to consider the issue.
How to Submit a Motion
The process differs slightly between states, but the general rules are:
Written form: Motions must be put in writing and submitted to the secretary (or strata manager if they are the delegated secretary).
Before the deadline: Motions must be received before the agenda is prepared and circulated. So allow time for it be included on notice of the agenda for a general meeting, so your motion should be submitted well in advance.
Eligible submitters: Any owner on the roll can submit a Motion.
Always check your state or territory legislation and by-laws for exact timing requirements.
If your Motion has to refer to specific legal issues, by-law amendments, property changes or complex financial matters then it is best to leave those to experts such as your strata manager or a specialist lawyer.
How to Word Your Motion
The best motions are:
Clear and specific
Instead of: “Fix up the garden”
Write: “That the owners corporation engage Esther’s No 1 Landscaping to trim all hedges and replant the front garden bed, at a cost of up to $1,500.”
Actionable
State exactly what you want the scheme to do.
Compliant
Make sure your Motion is something the scheme actually has the legal power to decide (for example, it cannot pass motions that conflict with strata & community law or the law generally).
Supporting Your Motion
If your Motion involves spending money or work that needs to be clarified, then attach supporting documents to help other owners make an informed decision.
Examples include:
Quotations and proposals from contractors
Expert reports or plans
Photographs of defects or issues
An explanatory note
These increase the chances your motion will be taken seriously and passed.
In NSW for example, an explanatory note is required for a General Meeting Motions (there are a few minor exceptions). The explanatory note should be less than 300 words and summarise the intent of the proposal. Its good practice to include one; and with more information available a better chance that your proposal will be successful.
A good clear Motion with all of the above should now read as follows:
Motion from J Smith Lot 1
“That the owners corporation engage Esther’s No 1 Landscaping to trim all hedges and replant the front garden bed, at a cost of up to $1,500.”
Explanatory note:
The hedges, particularly those on the eastern side of the main driveway, are too high and prevent drivers seeing pedestrians at the entrance onto the street. The front garden bed is overgrown with weeds and detracts from the appearance of the property. The bed should be replanted in low maintenance native plants (to be chosen and recommended by the contractor). Costs of these works should be allocated to the Administrative Fund.
Attached to this motion are photographs of the hedges, a garden bed planting proposal and an estimate from Esther’s No 1 Landscaping dated 1 January.
Key takeaway: providing a clear explanatory note prevents disputes, ensures other owners understand the Motion, and increases the likelihood of successful voting outcomes.
Common Mistakes to Avoid
Being too vague: If your motion just says, “Fix the garden,” it may be unclear who is responsible, what it exactly means or what the cost is.
Missing the deadline: Late submissions won’t make it onto the agenda.
Out of scope: Some matters (like personal disputes between neighbours) may not be something the that can be resolved through a Motion.
The right type of Motion: check if it is Ordinary, Special or Unanimous.
Best Practice Tips
Start early:
Draft and submit your Motion well before the meeting notice goes out.
Work with the secretary or strata/community manager:
They can guide you on wording and ensure your Motion is correct.
Keep it concise:
A single, clearly worded sentence works best, with the detail included in supporting material and explanatory note.
Think ahead:
If your Motion involves costs, include how it will be funded, e.g., from the capital works fund.
Why Writing a Good Motion Matters
Your scheme is a community, and every owner has a voice in how it is run. By putting forward clear, well-structured motions, you not only raise issues that matter to you but also help your fellow owners make better decisions.
A good Motion gets noticed, debated, and voted on. A weak one risks being brushed aside or deferred. If you want action, make sure your Motion is strong, specific, and ready to move your scheme forward.
Jessica Rippon is the Founder & Director of Construction Legal
Jessica has over 22 years in the property and construction industries and founded Construction Legal, a multi award winning firm, in 2018. Jessica has acted for a broad range of clients across both the government and private sectors, including NSW Building Commission, NBN Co, Deicorp, JQZ, Castle Group, Poly Global, Winten Property Group, Downer EDI and Growthbuilt.
Her passion is to drive change in the NSW residential building sector by championing better regulation and quality construction.
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Disclaimer:
This article is intended for general educational purposes only and does not constitute legal or financial advice. Readers should seek independent legal and professional guidance relevant to their specific circumstances and jurisdiction