Strata hearing templates: request letter, minutes and decision letter
Section 34.1 gives every owner and tenant the right to be heard by council. These templates cover each document in the process, for owners and councils, with the deadlines that apply to each.
Last reviewed November 5, 2026, against the current Strata Property Act, Strata Property Regulation and Standard Bylaws on BC Laws.
The short answer
An owner or tenant requests a hearing in writing, stating the reason. Council must hold a council meeting to hear them within 4 weeks of the request, and if the applicant sought a decision, give a written decision within 1 week after the hearing (section 34.1). A "hearing" means an opportunity to be heard in person at a council meeting (Regulation 4.01). Bylaw enforcement hearings under section 135 work the same way, and observers may not attend them (Standard Bylaw 17(4)).
Timeline and deadline calculator
- Day 0: the owner or tenant delivers a written request stating the reason.
- Within 4 weeks: council holds a council meeting to hear the applicant (section 34.1(2)).
- Within 1 week after the hearing: a written decision, if the applicant sought one (section 34.1(3)).
- Within 2 weeks of the meeting: owners are informed of the council minutes, which record that the hearing took place (Standard Bylaw 19).
The rights and the law behind each step are explained in our council hearings guide. These templates put them on paper.
Template 1: hearing request letter (for owners and tenants)
The Act requires only that the request be in writing and state the reason, so an email to council or the strata manager can qualify. A clear letter avoids arguments about whether a request was made at all. Keep proof of delivery.
[Date]
To: The Council, The Owners, Strata Plan [NUMBER]
c/o [Strata manager or council address]
Re: Request for a hearing under section 34.1 of the Strata Property Act
I am the [owner / tenant] of strata lot [NUMBER], [unit address]. Under section 34.1 of the Strata Property Act, I request a hearing at a council meeting.
The reason for my request is: [one or two sentences, for example "to respond to the bylaw complaint described in council's letter of May 2" or "to ask council to reconsider its decision to deny my request to install a heat pump"].
[If you want a decision:] I am seeking a decision of council, and ask for a written decision within one week after the hearing as section 34.1(3) requires.
Please let me know the date and time of the hearing. [Optional: I would like [name] to attend with me as a support person, and ask council to permit this.]
[Name]
[Phone and email]
Template 2: council's scheduling letter
Dear [Name],
Council received your request for a hearing under section 34.1 on [date received]. Council will hear you at a council meeting on [date] at [time], at [location / by video link]. This is within four weeks of your request.
The hearing is your opportunity to be heard in person by council. Please allow about [20] minutes to present, after which council may ask questions. You may also provide written material before the hearing. [If applicable: Council has agreed that [name] may attend with you.]
If you asked for a decision, council will give you its decision in writing within one week after the hearing. If this date does not work for you, please contact [name] by [date] so another date within the time limit can be arranged.
The Council, The Owners, Strata Plan [NUMBER]
Who may attend a hearing
- Council: a hearing is held at a council meeting, so council quorum applies (Standard Bylaw 16). A council member who is the subject of a bylaw complaint must not take part in the decision (section 136).
- The applicant, in person (Regulation 4.01). For a tenant facing a bylaw complaint, the landlord and owner must also be given notice of the complaint (section 135(1)(f)).
- Observers: owners may normally observe council meetings, but no observers may attend the part of a meeting dealing with a section 135 bylaw hearing, or any matter where observers would unreasonably interfere with someone's privacy (Standard Bylaw 17(4)).
- A lawyer, advocate, support person or interpreter: the Act neither grants nor forbids this. Council may permit it, and permitting a support person or interpreter is usually the fairer course. If council refuses a lawyer or advocate, record the reason. If the strata will have its own lawyer present, tell the applicant in advance.
- The strata manager: may attend at council's request to assist, as the strata's agent. The manager does not take part in the decision.
Template 3: hearing minute wording
Because the minutes go to every owner and can be requested by buyers, they should record that a hearing took place and what was decided, not the personal details. Many councils keep a separate, more detailed hearing record. Remember that it is still a strata record, so write it carefully.
In the minutes circulated to owners
HEARING: At the request of the owner of strata lot 14 under section 34.1, council held a hearing regarding a bylaw complaint. Observers were excused for this portion of the meeting under Standard Bylaw 17(4). Following the hearing, council made a decision, which will be communicated to the owner in writing.
In the detailed hearing record
Present: [council members], the owner of SL 14, [support person, if permitted]. The owner presented [summary of points] and provided [documents]. Council asked [summary]. After the owner left, council discussed the matter. MOVED and SECONDED that [decision, for example "council finds that the owner contravened Bylaw 3(1) on April 12 and imposes a fine of $100"]. CARRIED ([count]).
Template 4: written decision letter
Due within one week after the hearing if the applicant sought a decision. For bylaw fines and penalties, section 135(2) separately requires written notice of the decision as soon as feasible.
[Date]
Dear [Name],
Re: Decision following your hearing on [date]
Thank you for attending the hearing on [date]. Council considered what you said at the hearing and the material you provided, [and the original complaint dated [date]].
Decision: [State the decision plainly.]
Reasons: [Two to five sentences explaining why, referring to the bylaw, the facts council accepted, and anything you raised that changed or did not change council's view.]
[If a fine is imposed: The fine of $[amount] is charged to strata lot [NUMBER] and is payable by [date].]
If you disagree with this decision, you may raise the matter at a general meeting or apply to the Civil Resolution Tribunal.
The Council, The Owners, Strata Plan [NUMBER]
When things go wrong
- The applicant does not attend: council has met its obligation by holding the meeting on time. Record the non-attendance, and consider offering one further date or deciding on the written material if a decision was requested.
- The four weeks will be missed: agree a later date with the applicant in writing, and record the agreement. A missed deadline without agreement is a breach the applicant can take to the CRT.
- The applicant is disruptive: the chair may set a reasonable time limit and keep the hearing to the stated reason, but the applicant must have a genuine opportunity to be heard.
- Repeated requests on the same issue: the Act sets no limit, but council can hold a short hearing and refer to its earlier decision and reasons.
Questions councils and owners ask
How do I request a hearing with my strata council in BC?
Send council a written request stating the reason (section 34.1(1)). An email or letter is enough. Council must hear you at a council meeting within four weeks, and if you ask for a decision, give it to you in writing within one week after the hearing.
Can a strata manager attend a council hearing?
Yes, at council's request, to assist council as the strata's agent. The manager does not take part in council's decision.
Can I bring a lawyer or another owner to a strata council hearing?
The Strata Property Act neither grants nor forbids it, so council decides. Councils commonly allow a support person or interpreter. Ask in your request letter.
Is a quorum required for a strata hearing?
Yes. A hearing is an opportunity to be heard at a council meeting (Regulation 4.01), so the council quorum in your bylaws applies, which under Standard Bylaw 16 depends on the size of council.
Do strata hearing minutes go to all owners?
The council minutes that go to all owners should record that a hearing took place and the decision, without personal details. The applicant receives a separate written decision.
What happens if an owner requests a hearing and does not show up?
If council held the meeting within the time limit, it has met its obligation. Record the non-attendance; council may offer another date or decide on the written material.
Hearing minutes that hold up
Hearings are where careless minutes become CRT evidence. StrataMinutes turns your rough notes into complete, privacy-aware minutes, usually within minutes, with a compliance checklist.
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This page is general information for BC strata corporations, not legal advice. Your strata's own filed bylaws may differ from the Standard Bylaws. See the current text of the Strata Property Act and the Strata Property Regulation on BC Laws.
Related guides
Council Hearings (Section 34.1)
Bylaw Enforcement
Who Can Attend Council Meetings
Privacy: What Stays Out of the Minutes
CRT Disputes
Deadline and Voting Calculators (free)