Motion for the BRF annual general meeting – member motion, board’s statement, and Excel | Word/PDF/Excel

Motion to the Annual General Meeting of a Housing Cooperative – professional template package for member motions, receipt control, board statement, notice of meeting appendix, meeting decisions, and motion register. Are you submitting a motion to the housing cooperative's annual general meeting as a member, or does the board need to organize received motions? Here are separate editable documents for each step, along with an administrative Excel tool.

Short answer: According to Chapter 6, Section 15 of the Swedish Cooperative Societies Act (2018:672), a member has the right to have a matter considered at a cooperative meeting when a written request is submitted to the board in time for the matter to be included in the notice of meeting – and in the manner and within the time specified by the cooperative's bylaws. There is no common motion deadline for all housing cooperatives. The board may write a statement and make a recommendation, but the cooperative meeting itself makes the actual decision within its legal authority. Check the law here.

Who is the motion package for?

Housing cooperative members who want to formulate a clear proposal for change for the ordinary cooperative meeting; housing cooperative boards and property managers who want to register, respond to, and prepare motions in an organized manner; and meeting officials who need to distinguish between proposed actions, the board's position, and the meeting's actual decision.

This is not a template for a non-profit organization, a general complaint form to the board, or a substitute for the cooperative's meeting minutes. For a non-profit organization, there is Motion to the Annual Meeting – Non-Profit Organization. Separate document support for meeting minutes is available in Cooperative Minutes – Annual Meeting and Board Meeting, but that is a more general cooperative package.

File List – What Exactly Do You Get?

The Word files are editable. The PDF versions are searchable and printable but are not interactive fillable PDF forms. The English file is a guide, not a legal template in English. The working documents and their intended uses are described based on Swedish law.

Excel – Motion Register with Nine Tabs

Motions: motion ID, title, received motion, and action statement. Receipt: actual date and acknowledgment. Bylaws: record which paragraph and deadline have been checked. Statements: link the board's recommendation to the correct motion. Notice of Meeting: the matter's agenda placement and which appendices were included. Decision: actual meeting decision according to the minutes. Actions: responsibility, timeline, and verified follow-up. Overview: status counts and administrative discrepancies. Read Me: instructions, risks, and legal sources.

The workbook contains 200 empty input rows per register and 1,416 formula cells that help highlight, for example, a missing action statement, unchecked bylaws, missing notice of meeting information, or unapproved meeting minutes. The formulas do not make legal determinations and cannot confirm that a member's motion has been accepted or that a decision is valid.

How to Write a Motion to the Housing Cooperative's Annual General Meeting

1. Check the bylaws: find the deadline, submission address, and any formal requirements. There is no single date that applies to all housing cooperatives.
2. Formulate a question that the meeting can consider: describe the background and the common problem or action the proposal addresses.
3. Write a concrete action statement: for example, what task you want the meeting to assign, rather than merely stating a general opinion.
4. Submit the motion in writing: use the cooperative's specified channel and document that it actually came into the board's possession.
5. Follow the processing: the board registers the matter and assesses the possibility of including it in the notice of meeting, taking the bylaws and LEF into account.
6. Read the board's statement: it may contain a recommendation to approve, reject, consider the motion answered, or offer an alternative proposal. These are recommendations until the meeting has made a decision.
7. Check the meeting's actual decision: the approved minutes, not the motion template or Excel register, show what was actually decided.

Common Questions About Motions in Housing Cooperatives

Does a member have the right to submit a motion?

Yes. Chapter 6, Section 15 of LEF gives a member the right to have a matter considered at the cooperative meeting when a written request is submitted in such time that the matter can be included in the notice of meeting, as well as in the manner and within the time specified in the bylaws, if they contain rules on this.

When is the last day to submit a motion to a housing cooperative?

It depends on the cooperative's current bylaws and notice of meeting planning. Some cooperatives specify a fixed date, while others have a different rule. A general fixed last day, such as January 31, cannot be specified for all housing cooperatives. See The Housing Cooperatives' Guidance on Motions.

Must the board respond to all motions in writing?

A substantive board statement is **common and appropriate cooperative practice**, but it should not be described as a standalone general legal requirement in LEF 6:15. The bylaws may contain their own processing rules. The board may propose approval or rejection, but must not confuse its recommendation with the meeting's decision.

Can a motion be decided upon even if it is missing from the notice of meeting?

Do not assume so. LEF Chapter 6, Sections 22 and 25 set requirements for the matters included in the notice of meeting and limit decisions when the notice of meeting rules have not been followed. There are certain limited exceptions that must be assessed in the concrete case. The package does not automatically test for legal exceptions.

What majority is required for a motion to pass?

It depends on what the motion's proposal actually addresses. For special questions, such as certain changes to the housing cooperative's property or bylaws, the Housing Cooperative Act and the Swedish Cooperative Societies Act may require a special majority, consent, or additional actions. Do not assume that a simple majority is always sufficient.

Can several co-owners of the same housing cooperative submit their own motions?

A written right to submit a motion and the right to vote at the meeting are not the same. According to Chapter 9, Section 14 of BRL, several members who jointly own the same housing cooperative have only one joint vote at the meeting. Assess membership status and the prerequisites for each motion and meeting question separately.

Is “the motion is considered answered” the same as approval?

No. It is a specific possible decision wording and must reflect what the meeting actually decided. The board's proposal that a motion be considered answered is not in itself a meeting decision.

Are fillable PDFs and English legal documents included?

No. The PDF files are searchable and printable. The five working documents are in Swedish, and the English file is only a user guide to these.

Related Documents and Workflows

A member motion should not be confused with a general power of attorney in a housing cooperative. For recording minutes and following up on actual cooperative decisions, cooperative minutes for annual meetings and board meetings are also available. Always check that the document you choose applies to the correct type of cooperative.

Further Reading: Read the guide on cooperative minutes on how motions, decisions, and any votes are documented. Always check the housing cooperative's bylaws and applicable special rules.

Legal Sources, Version, and Transparency

Legal sources: the Swedish Cooperative Societies Act (2018:672) (Chapter 6, Sections 15, 22, 25, 39–40), the Housing Cooperative Act (1991:614), The Housing Cooperatives on Motions, and IMY on cooperatives' personal data.

Version 1.0 – 2026-11-05. AI-assisted source review and file check have been carried out. No independent legal review or authority certification has taken place. The editable documents are working templates; the cooperative must itself check current bylaws, actual circumstances, and any special legal requirements.