- A proxy is a written authorization from an owner to another person, giving that person the right to attend a meeting and vote on the owner’s behalf — either generally, or according to…
- " - It has to be signed and dated by the owner giving the proxy.
Annual general meetings don’t always land on a date that works for every owner. Between work schedules, travel, and life generally, plenty of condo owners can’t make it into the room — or onto the call — when their building’s AGM happens.
Proxy voting is the mechanism that lets an owner who can’t attend still have their vote counted, by formally authorizing someone else to vote on their behalf. It’s a routine part of condo governance in Ontario, but the rules around how a proxy has to be completed, and its limits, trip people up more often than you’d expect.
What a Proxy Is
A proxy is a written authorization from an owner to another person, giving that person the right to attend a meeting and vote on the owner’s behalf — either generally, or according to specific instructions the owner writes onto the form. It doesn’t transfer ownership or any other right; it’s limited to voting at the meeting, or meetings, named on the form.
The Basic Rules
- It has to be in writing. A proxy isn’t a verbal request to a neighbour to "vote for me."
- It has to be signed and dated by the owner giving the proxy.
- It typically needs to specify the meeting it applies to, so an old proxy doesn’t get reused indefinitely without the owner’s knowledge.
- Corporations often provide a standard proxy form as part of the meeting notice package — using it, rather than a homemade version, avoids technical problems.
How to Appoint a Proxy: Step by Step
- Get the proxy form. This usually comes attached to the meeting notice, but you can typically request one from the property manager if you don’t have it.
- Decide who you’re appointing. This can be another owner, a family member, or in many cases someone who isn’t an owner at all — check your corporation’s specific rules, since some restrict who’s eligible to hold a proxy.
- Decide how you want your vote cast. You can give the proxy holder general discretion, or write specific instructions for particular items on the agenda.
- Sign, date, and deliver the form by whatever method and deadline the corporation specifies — late or improperly delivered proxies can be rejected.
- Confirm receipt if you can. Since a rejected or lost proxy means your vote doesn’t count, it’s worth confirming the corporation has it before the meeting if you’re relying on it for something important.
Rules That Limit Proxy Power
To prevent a single individual from effectively controlling a meeting simply by collecting a large stack of proxies, Ontario’s condo rules impose limits on how proxies can be used, including restrictions on how many units’ worth of votes one proxy holder can cast at a single meeting. The specific numeric limits are set out in the regulations under the Condominium Act and can change, so anyone planning to collect or rely on multiple proxies should confirm the current limits rather than assume.
Why Proxies Matter for Quorum
Proxies aren’t just about individual owners having their say — they’re often what makes a meeting legally possible in the first place. Ontario condo meetings generally need a minimum level of participation, known as quorum, before business can be conducted. In buildings where in-person attendance tends to be low, proxies frequently make up the difference between a meeting that can proceed and one that has to be adjourned and rescheduled.
This is part of why corporations often actively encourage owners to submit a proxy even if they don’t plan to attend: a low-turnout meeting that fails to reach quorum wastes time and money for everyone, and may need to be called again before any decisions — including board elections — can move forward.
Common Proxy Mistakes
- [ ] Using an old or generic proxy form instead of the one the corporation actually issued for this meeting
- [ ] Forgetting to sign or date the form
- [ ] Missing the delivery deadline
- [ ] Naming a proxy holder without checking whether that person is eligible under the corporation’s rules
- [ ] Assuming a proxy given for one meeting automatically carries forward to the next
Frequently asked questions
Can I revoke a proxy after I’ve submitted it?
Generally, yes — an owner can typically revoke or replace a proxy before the meeting, or by attending the meeting in person, which usually overrides a previously submitted proxy. Confirm the specific mechanics with your corporation’s meeting materials.
Does my proxy holder have to vote the way I tell them to?
Only if you’ve given specific instructions on the form. If you leave it open, the proxy holder generally has discretion to vote as they see fit on the items presented.
Can the board reject my proxy?
A proxy can be rejected if it doesn’t meet the formal requirements — for example, if it’s unsigned, undated, submitted after the deadline, or names an ineligible proxy holder. This is exactly why using the corporation’s official form and confirming delivery matters.
Is electronic or virtual voting the same as a proxy?
No. Some corporations now offer electronic participation or voting options for meetings, which is a separate mechanism from appointing a proxy — check your specific meeting notice to see what’s being offered for a given AGM.
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