Choosing a building's manager is, without doubt, the most eagerly awaited event on the shared-governance calendar. Far more than an administrative formality, the election represents a renewal of trust in the future of the property and in harmony between neighbours. In a market that is professionalising at a rapid pace, the role of the building manager has evolved from a purely administrative figure into a genuine building CEO, responsible for substantial budgets and for the safety of hundreds of families in each building.

In this complete guide, we will explain, in a clear and technical way, how the electoral process works, from planning the notice of election through to the official inauguration. In addition, we have set aside a strategic chapter for managers seeking to renew their mandate, presenting how to structure a technical re-election speech based on solid results and energy efficiency. Understanding the stages of this process is the first step towards ensuring the building is in good hands and that internal democracy is exercised with full legality.

Community living requires clear rules if condominium democracy is to be legitimate. When the selection process is transparent, the management gains authority and the building's value increases. The Brazilian Civil Code, in Articles 1,347 to 1,350, establishes the legal foundation, but it is in day-to-day practice and in the Bylaws that the details are settled.

Who can stand as a candidate for building manager?

According to Article 1,347 of the Civil Code, the freedom to stand as a candidate is broad: the general meeting may choose a building manager who is a resident (unit owner) or not. This opens the door both to enthusiastic owners and to professional management companies. However, the widespread notion that anyone can take on the role has increasingly given way to a requirement for proven technical competence and integrity.

To ensure the legal certainty of the election, it is essential to observe the basic requirements and possible restrictions that may be set out in the Bylaws:

1. Full Legal Capacity: The candidate must be of legal age and enjoy full exercise of their rights.

2. Financial Standing: Although the Civil Code addresses the voting rights of those in arrears, most Bylaws bar candidacy for anyone with outstanding debts.

3. Clearance Certificates: It is recommended practice to submit civil and criminal clearance certificates to ensure the manager's integrity.

4. No Conflict of Interest: People with pending legal action against the building are generally barred from standing, to prevent the position being used for personal gain.

5. Professional Restrictions: Certain professional categories, such as members of the judiciary, may face specific restrictions on taking up paid management roles.

Resident manager vs. professional manager: the differences in practice

The choice between a resident and an external professional is strategic and should take into account the size and complexity of the development. The resident (or in-house) manager lives in the building, knows the problems at first hand and generally costs the building less, usually receiving an exemption from condominium fees or a token stipend. The challenge with this profile is the risk of emotional involvement in neighbourly disputes and a possible lack of time or technical knowledge to deal with complex regulations.

On the other hand, the professional manager is an external service provider, often with a background in Business Administration, Law or Accounting. Their election follows the same process at the general meeting, but their relationship with the building is governed by a service contract. The great advantage of this model is impartiality in decision-making and command of technological tools, such as data-protection rules (LGPD) and safety standards. Currently, around 46% of building managers in Brazil are already professionals, a leap driven by the complexity of modern management.

Who is entitled to vote in the building?

One of the points that generates the most tension on election day is voter eligibility. The Civil Code is restrictive: only unit owners who are up to date with their financial contributions may vote and take part in the deliberations.

Tenants may vote only if they present a power of attorney signed by the owner of the unit, specifically authorising that act. Units in arrears have their voting rights suspended until the debt is fully settled, and the chair of the meeting must be strict in checking this list. In some buildings, the weight of the vote is proportional to the ideal fraction (unit size), while in others the rule of "one vote per unit" applies, depending on what the Bylaws state.

The power of proxies and their legal limits

The power of attorney is the legal instrument that allows an absent owner to be represented in the election. To avoid the "proxy party" — where a single group dominates the vote through documents collected in the corridors — many modern Bylaws limit the number of proxies a single person may hold.

It is essential that the chair of the meeting checks each document before voting begins. Requirements such as a notarised signature are only mandatory if provided for in the Bylaws or the notice of election. Transparency on this point prevents the election from being challenged in court on grounds of fraud or vote manipulation.

Stage 1: The notice of election and the publicity process

The election officially begins with the notice of election. This document is the legal heart of the general meeting: if it contains errors regarding deadlines or the agenda, all decisions may be annulled by the courts. The current building manager must issue the notice observing the minimum advance notice period set out in the Bylaws, which generally ranges between 8 and 10 days.

The notice should be posted in high-traffic areas, such as lifts and the reception, and sent individually through official channels (email or management apps). The "Agenda" must specifically state that there will be an election for the positions of building manager, deputy manager and audit committee. Omissions in the agenda are the most common grounds for the election being annulled by the courts.

Stage 2: The election campaign in the building — what is and isn't allowed

Unlike national political elections, the campaign for building manager is not governed by extensive electoral legislation, but should be guided by ethics and the building's internal rules. Candidates are permitted to distribute introduction letters, portfolios and management plans through letterboxes or use authorised noticeboards.

What is not allowed in the campaign:

• Personal Attacks: It is forbidden (and ethically reprehensible) to attempt to tarnish the image of the current management or other candidates with personal insults or fake news.

• Abuse of Power: A building manager seeking re-election may not use the building's administrative structure (staff and materials) for their exclusive campaign purposes.

• Vote Buying: Handing out gifts, promising fee discounts or waiving fines are practices that can lead to the election being annulled and even civil proceedings.

• Invasion of Privacy: Using residents' sensitive data obtained through the administration for campaign purposes breaches LGPD and can result in heavy fines for the offender.

Tips for candidates: focus on real diagnostics. Before making promises, study the building's finances, identify maintenance bottlenecks and propose solutions with cost estimates. Residents value preparation and seriousness over empty promises.

Stage 3: The day of the general meeting and the voting process

On the appointed day, the assembleia is usually held over two calls. The first requires a quorum representing half of the ideal fractions; the second, 30 minutes later, allows the election to proceed with any number of attendees present, decided by simple majority.

The first order of business is the election of the chair and secretary of the meeting. It is recommended that the current manager not chair their own election, to avoid conflicts of interest. The vote may be open or secret. Although many older Bylaws provide for an open vote, the secret format is widely recommended by experts, as it ensures residents' freedom of choice and reduces tension between neighbours after the election.

Stage 4: Technical speech for re-election: focus on results and innovation

If you are the current manager seeking to renew your mandate, your speech should be an "impact report". The 2026 resident doesn't want promises; they want to know how much their property has appreciated in value and how the accounts are being controlled. Structure your speech around three pillars:

1. Preventive Management and Maintenance: Show what was done to avoid major emergency works and how the maintenance plan was carried out.

2. Financial Health: Present the control of arrears and the transparency of the accounts submitted monthly.

3. Sustainable Innovation (The NewSun Difference): This is the strongest point for a technical speech. Managers who present solutions such as the implementation of clean energy by subscription demonstrate a superior capacity for financial management.

By pointing out that the building now reduces and stabilises the electricity bill for common areas without having spent a single penny on works or equipment, the building manager proves that their management delivers indirect savings to residents. This green energy-by-subscription model from NewSun Energy Group ties the building to a constant "green tariff", shielding the budget from market tariff increases. Financial results that "trickle down" into residents' pockets are the best argument for winning over any opposition.

Stage 5: Appointment, minutes and legal registration at the notary

After the count and the winner is declared, the secretary must draw up the minutes immediately. The document must be accurate, recording the quorum, the candidates and the full details of the person elected, including the length of the mandate (which cannot exceed two years, under the Civil Code).

Although the Civil Code does not require all minutes to be registered, registering the minutes of a building manager election is essential. It is this document, bearing the notary's seal, that grants the elected manager the "power of the pen" to operate the building's bank accounts, hire and dismiss staff, represent the building in court and sign contracts with key suppliers.

Post-election: Management transition and initial audit

The transition should be treated as a professional handover. The outgoing manager should hand the successor a complete file: app passwords, active contracts, folders of accounts submitted, company registration cards and insurance policies.

For the new building manager, the technical recommendation is to carry out a preventive audit of the previous accounts. This does not imply distrust, but rather legal protection so the new manager knows exactly what financial position they are starting from, avoiding inheriting liability for errors they did not commit. Introducing themselves to staff (caretaker and doormen) in the first few days helps align the working culture and ensures the building's operational continuity.

The election of a building manager is a process structured in stages that ensure legal certainty and represent the collective will. The journey begins with the rigorous notice of election, moves through an ethical campaign based on technical proposals and culminates in a democratic general meeting, where the quorum and the voting rights of owners up to date with payments must be respected. For those seeking re-election, the secret lies in presenting tangible results, such as cost reductions through NewSun Energy's solar energy by subscription. The process concludes with the drafting and notarial registration of the minutes, granting the elected building manager the legitimacy needed to manage the accounts and protect the property, followed by an organised transition that shields the new administration from inherited irregularities.