The procedure works by the manager sending every owner a written proposal containing the question to be decided and a deadline for replying. Owners then cast their vote in a defined declaration form with their signature, and the manager tallies the result and records it in minutes.
This is especially practical for questions that need no lengthy debate: a formal amendment, an urgent but uncontested decision, or a matter already agreed informally that only needs official confirmation.
An important limit is that not every question can be decided this way. If the bylaws or the law prescribe discussion at a meeting, or the nature of the question would require real debate, the written form is legally risky.
The biggest practical advantage is time saving: no venue is needed, owners do not have to be gathered on a specific evening, and the flexible deadline often produces higher participation than a traditional evening meeting.
One technical detail worth observing: the tally and the result must be documented in writing, with a date and an itemised list of votes cast, with the same thoroughness as meeting minutes, because the document carries the same legal weight.
Merbo's digital system also supports running written voting electronically, which further speeds up the process where this form is legally appropriate.
A closing thought: written voting is not meant to bypass divisive questions that need real debate. Where differing positions are foreseeable, the traditional meeting form is far more effective.