Written vote ballot template
Associations, boards and owners often decide by written vote instead of a meeting. Below is a plain ballot template to print and sign, the points to check against your rules, and where an online form helps.
Ballot template
Use one ballot per proposal. The member prints it, fills it in, signs it and returns it.
BALLOT
decision outside a meeting (written vote)
Organisation
[name], ID [ID], registered address [address]
Voter
[full name / company], [unit no. / membership no.], voting weight [share or votes]
Proposed decision
[full wording of the proposed decision]
Supporting documents
[attached / available at: place or address]
Deadline
Return the completed and signed ballot by [date] to [address / mailbox].
Vote
☐ FOR ☐ AGAINST ☐ ABSTAIN
(tick one option)
Date and signature
Date: [day, month and year]
............................................
voter’s signature
Check against your rules
- Whether your statutes or local law allow decisions outside a meeting, and for which matters.
- The minimum deadline for replies and how votes are weighted (per member, per share).
- Whether the majority counts from all votes or only from those returned.
- Whether a handwritten signature is required — in some countries, such as the Czech Republic for homeowners’ associations, the law asks for a handwritten signature on the ballot, so an online form is not a safe substitute.
Where an online form helps
- 1
A non-binding poll first
See how members feel before sending ballots, and publish the counts by link if you like.
- 2
Picking a meeting date
List dates as options and let members tick the ones that suit them.
- 3
Member contacts
Collect e-mails and phone numbers so documents and results reach everyone.
Where the template ends and a lawyer begins
This is a general template, not legal advice. Check it against your statutes and local law, and talk to a lawyer about important or disputed decisions. Gatherino does not provide legal advice.
FAQ
Can a binding written vote be done with an online form?
It depends on your rules and local law. Where a handwritten signature on the ballot is required, an online form signature is not a safe substitute; use paper ballots or the method your statutes allow.
Is the template free?
Yes. Copy it or download it for Word for free, no sign-up.
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