Resolution & letter formats
Every stage of redevelopment needs correctly worded resolutions and letters. Download formats your committee can adapt with confidence.
What this will include
- General body resolution formats for each stage of redevelopment
- Appointment letters for your PMC and architect
- Letter of intent (LOI) format
- Record-keeping notes for the society secretary
Why correct paperwork protects your society
Redevelopment moves through many decisions — appointing a PMC, inviting tenders, selecting a developer, signing the agreement. Each one needs the general body's approval, recorded in a resolution that says exactly what was decided and who may act on it. When the paperwork is done properly, your society has a clear answer for any member who raises a doubt, and for any office that asks for proof of consent later. When it is done casually, even a sound decision can be reopened months down the line. Ready-made formats mean your committee does not have to draft these documents from scratch or guess at the wording.
Common questions
Why does the wording of a resolution matter?
A resolution is the official record of what your society decided and who it authorised to act. If the wording is vague or incomplete, members can challenge the decision later and the registrar's office may question whether the general body really approved what the committee went on to do. Precise wording — stating the decision, the authority given and the meeting details — protects the committee and keeps the process moving without disputes.
Who signs society letters and resolutions?
Letters and resolutions should be signed by the office bearers your bye-laws authorise — usually the chairman and the secretary, acting on behalf of the managing committee. The minutes of the meeting where the decision was taken should clearly record who was authorised to sign. That way, anyone reading the document later — a member, the registrar or a developer — can see the signatures carry the society's genuine authority.
Related guides & downloads
- Society bye-laws — the rules behind the resolutions
- 79A process guide — which resolution each stage needs
- Tender formats — the next documents you will need
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