Sample Notices & Tender Model

1. Sample AGM Notice

An Annual General Meeting (AGM) notice is issued by the Secretary, on behalf of the Managing Committee. Under Rule 106C-13(3)(e) of the MCS Rules, 1961 (as inserted by the 2026 Amendment), quorum for the AGM is two-thirds of the total members, or twenty members, whichever is less, and members may now participate in person or via video conferencing where the Society provides that facility.

⇩ Download Sample AGM Notice (.docx)

Illustrative structure

1. Society name, registration number and registered address (letterhead)
2. Notice heading: "Notice of Annual General Meeting"
3. Date, day, time and venue of the meeting
4. Agenda items, typically including:
   • Reading and confirmation of the previous AGM's minutes
   • Consideration and adoption of the audited accounts for the financial year
   • Appointment or re-appointment of the statutory auditor
   • Election of the Managing Committee (if due)
   • Status update on redevelopment or deemed conveyance, if applicable
   • Any other business with the Chairman's permission
5. Note on quorum, and the provision for an adjourned meeting if quorum is not met
6. Date of issue, and signature block for the Secretary/Chairman

2. Sample Redevelopment SGM Notice

A Special General Body Meeting (SGM) for redevelopment carries enhanced safeguards under the Government Resolution dated 30 September 2026 and Rule 106C-13 of the MCS Rules, 1961 (2026 Amendment): a mandatory 14 days' notice; quorum of two-thirds of total members; at least 51% of total members must attend in person; the meeting is held in the presence of the Registrar's representative (Authorised Officer) and video recorded; and developer selection needs a majority of members, not less than 51% of total members, with written consent of at least 51% of total members.

⇩ Download Sample Redevelopment SGM Notice (.docx)

Illustrative structure

1. Society name, registration number and registered address (letterhead)
2. Notice heading: "Notice of Special General Body Meeting" — issued at least 14 days in advance
3. Date, day, time and venue of the meeting
4. A clearly worded single-purpose agenda — for example: "To consider and approve the appointment of M/s [Developer Name] for redevelopment of the Society's property, on the terms placed before the General Body"
5. A note that the meeting will be held in the presence of the Registrar's representative (Authorised Officer) and video recorded
6. The majority required: at least 51% of total members must attend in person, and the resolution needs a majority of those present with at least 51% of total members approving
7. Date of issue, and signature block for the Secretary/Chairman

3. Sample Public Notice Inviting Legal Heirs

Where a member dies without a nomination and no nominee comes forward, Rule 106C-6(1)(b) requires the Society to invite legal heirs to apply for provisional membership (Form Y-4), by publishing a notice in at least two local daily newspapers of wide circulation and on the Society's notice board.

⇩ Download Sample Public Notice (.docx)

4. Sample Committee Vacancy Notice

To fill a casual vacancy in the Managing Committee, Rule 106C-13(4)(b) requires the Secretary to invite nominations from members via a 7-day notice on the Society's notice board, before the Committee fills the seat by majority vote if nominations exceed vacancies.

⇩ Download Sample Vacancy Notice (.docx)

5. Tender Document Model (Developer Selection)

Where a Society floats a tender to select a developer for redevelopment, the tender document typically sets out eligibility, technical and financial bid requirements, and the evaluation process.

Illustrative structure

1. Invitation to tender — brief description of the property, plot area and redevelopment intent
2. Eligibility criteria — minimum years in business, past project experience, net worth/turnover thresholds, registration under MahaRERA
3. Technical bid requirements — proposed FSI/TDR utilisation, layout concept, construction timeline, technical team credentials
4. Financial bid format — corpus payment, rent during construction, additional carpet area per member, security deposit/bank guarantee, a clear comparison table format across bidders
5. Earnest Money Deposit (EMD) amount and forfeiture conditions
6. Evaluation criteria and weightage between technical and financial components
7. Submission deadline, mode of submission, and validity period of the offer
8. Minimum three valid tenders; if fewer are received, the tender period is extended by 15 days, then by a further 7 days
9. Tender notice published in local Marathi and English newspapers; tenderers or their authorised representatives may attend the opening
10. Disclaimer reserving the Society's right to reject any or all tenders without assigning reasons

6. Custom Resolution Drafting

The sample notices above are general formats for the notice calling a meeting. The resolution itself — the specific operative text a General Body actually votes on (developer appointment, bye-law amendment, corpus approval, and similar) — needs to be drafted against your Society's specific facts, current bye-laws and the applicable Rules, and is not something a generic template can safely cover.

D-HUB Group drafts these on a paid, per-resolution basis:

To request a resolution drafted for your Society's specific meeting, use the Society Help Desk and select "Resolution Drafting" as the topic.