Template

Tenant association meeting template

Tenants in a building or estate meet to share problems, decide what to raise with the landlord, and organise together — with notes that make the case clear.

60 minutesFor Tenants, the association's officers, and sometimes a tenant adviserAgenda room
Change the agenda first

The agenda, with a time for each part

  1. Welcome and updates8 min
    • What has happened since last time?
  2. Problems in the building17 min
    • What needs fixing, where, and since when?
  3. Talking to the landlord12 min
    • What did the landlord say last time, and what do we ask now?
  4. Rights and advice10 min
    • What do we need to know about our rights here?
  5. Decisions and actions13 min
    • What do we do next, and who does it?

How the notes read afterwards

A made-up example, so you can see the shape. In a real call each line carries the words that were said and who said them.

Problems. Heating out in flats 4, 9 and 12 since 2 November; lift broken twice this month.

Landlord. Promised heating repair "soon" on the 5th; nothing since.

Decision. Joint letter with the repair log, asking for a date by the 20th (Rosa drafts).

Advice. Contact the city's tenant advice line about heating rules (Tom).

Running it well

Ways to change it

EmergencyA short meeting when a serious problem — no heat, no water — affects many tenants.
With the landlordInvite the landlord or manager for part of the meeting, with an agreed list of issues.

When to skip it. If there are no shared problems — keep in touch with a group chat instead.

Questions

What is a tenant association?

A group of tenants in a building or area who organise to improve conditions, communicate with the landlord and support each other.

What should tenants document?

Repair problems with dates, photos and who was told, and all communication with the landlord.

Where can tenants get advice about their rights?

From local tenant organisations, legal aid or advice services, and local government housing departments — rules differ by country, state and city.

What happens in the room

Everybody joins from the link, with no account. The agenda sits beside the call and each item fills in with what was said about it, under the name of the person who said it.

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