VvE meeting notice: deadlines, required documents and a sample letter

Short answer: the law leaves the notice period to your VvE's articles (article 5:112(2)(d) BW), so the rules are in your regulations. Under the Model Regulations 2017 (Modelreglement 2017), you send the notice in writing or by email at least fifteen days in advance (not counting the day of the notice and the day of the meeting). The notice must include the agenda, the meeting documents, the place and the time. For an amendment of the deed of division, the law itself requires at least fifteen days.

Who may call the meeting?

Both the board and the chair of the owners' meeting are authorised to call the meeting (article 5:127(2) BW). Owners can also ask for one. Under the Model Regulations 2017, the board must hold a meeting if persons entitled to vote who together hold at least ten percent of the votes request it in writing or by email (article 49.2). If the requested meeting is not held within twenty-one days of the request, the requesters may call it themselves (article 49.3).

In addition, under the Model Regulations 2017 an annual meeting is held each year within six months after the end of the financial year (article 49.1). If the financial year is the calendar year, that means by the end of June at the latest.

The notice period: how to count

Under the Model Regulations 2017, the period is at least fifteen days, "not counting the day of the notice and the day of the meeting" (article 50.2). So there must be fifteen full days in between.

Worked example. Your meeting is on Tuesday 30 March 2027. The days from 15 to 29 March are fifteen days. The notice must therefore go out on Sunday 14 March at the latest. In practice, allow a few extra days, especially if you send it by post.

Note two exceptions:

• Sub-division (ondersplitsing): with a sub-division, the periods in article 50.2 are doubled.
• Amending the deed of division: the law itself then requires a notice period of at least fifteen days (article 5:139(2) BW), whatever your regulations say.

Does your VvE use older regulations? Then the period may be different. Check your deed of division for the period that applies to you.

By email or by post?

Under the Model Regulations 2017, the notice may be sent electronically to the email address the person entitled to vote has provided. If you send it by post, it goes to the actual or chosen address of the person entitled to vote (article 50.2). So keep an up-to-date list of postal addresses and provided email addresses, including for owners who rent out their apartment and live elsewhere.

What must the notice contain?

Under the Model Regulations 2017, the notice must include (article 50.2):

• the agenda;
• the meeting documents that go with the agenda, such as the annual accounts, the budget or quotes;
• the place and time of the meeting.

Depending on what is on the agenda, extra requirements apply:

• Online or hybrid meeting (from 1 January 2027): the notice states how to take part and how to vote through the electronic means (article 5:127(11) BW), plus any conditions for using it if they are not in the articles (paragraph 10).
• Second meeting: state that it is a second meeting (Model Regulations 2017, article 56.6).
• Amending the deed of division: state that an amendment will be proposed and include the text and/or drawing of the amendment (Model Regulations 2017, article 65.3). The law also applies article 2:42 BW here: a copy of the proposal with the verbatim text must be available for inspection at least five days before the meeting (article 5:139(2) BW).

Adding agenda items and items not on the agenda

Every person entitled to vote may, up to seven days before the meeting, have an item placed on the agenda by written notice or email. The board must then inform the other persons entitled to vote without delay (Model Regulations 2017, article 50.2).

A proposal that is not on the agenda may only be dealt with if all persons entitled to vote, whether present or not, agree. So put everything you want to decide on the agenda, and do not use "any other business" for decisions.

What if the notice is wrong?

A decision that conflicts with statutory or regulatory rules on how decisions are made is voidable (article 2:15(1)(a) BW). A late notice or a missing agenda item can fall under this. A request for annulment must be filed with the subdistrict court within one month (article 5:130 BW). Not sure you will meet the deadline? Rather move the meeting than take the risk.

Sample letter: notice of the annual meeting

Adapt the text in brackets to your VvE and regulations.

Subject: Notice of the annual meeting of VvE [name] on [date]

Dear owner,

The board hereby invites you to the annual meeting of the Vereniging van Eigenaars [name].

Date: [day, date]. Time: [start time] until about [end time]. Place: [address] [or: online via (tool); how to take part and vote: (explanation)].

Agenda:

1. Opening and recording attendance (attendance list)

2. Minutes of the previous meeting

3. Board's annual report

4. Annual accounts [year] and discharge of the board

5. Budget [year] and the contribution per apartment

6. Multi-year maintenance plan and reserve fund contribution

7. [Proposal, for example: quote for painting work]

8. Appointment of the board

9. Any other business and close

Attached you will find the annual accounts, the budget, the MJOP and [other documents].

Can't attend? You can authorise another person in writing or by email to vote on your behalf. A board member cannot act as a proxy.

Want to add an item to the agenda? Let us know by [date: seven days before the meeting] at [email address].

Kind regards,

[name], on behalf of the board of VvE [name]

Need help with the agenda itself? Read how to structure a VvE annual meeting agenda. Is a heavier decision on the agenda? Then also read what you need to know about quorum and majorities.

Frequently asked questions

Can I send the notice via WhatsApp?

The Model Regulations 2017 mention writing, post or the email address provided (article 50.2). WhatsApp is not mentioned. Use it at most as an extra reminder.

Does the period also apply to an extra meeting?

Yes. Article 50.2 of the Model Regulations 2017 applies to every notice of a meeting, not just the annual meeting. For a second meeting, the periods in article 56.6 also apply.

Do the annual accounts have to be included with the notice?

Under the Model Regulations 2017, yes: the meeting documents that go with the agenda are included with the notice (article 50.2).

What if someone proposes an agenda item after the notice has gone out?

That is allowed up to seven days before the meeting. The board then informs the other persons entitled to vote straight away (article 50.2).

Less paperwork around your meetings

Buur is building the simplest way for small VvE's to manage themselves, with clarity for every owner. The app is not available yet. Put your VvE on the waitlist and be the first to hear when you can start.

This article is general information, not legal advice. Always check your own deed of division and regulations. Last checked: 12 October 2026.

Sources

• Dutch Civil Code Book 5 (art. 5:112, 5:127, 5:130, 5:139)
• Dutch Civil Code Book 2 (art. 2:15, 2:42)
• Wet digitale algemene vergadering privaatrechtelijke rechtspersonen, Staatsblad 2026, 161
• Model Regulations for division into apartment rights 2017 (KNB), art. 49, 50, 53, 56 and 65