The chairperson asks in the group chat, “Everyone happy if we move the payout to Friday?”
Four people send thumbs-up reactions. Two members discuss a different issue. Three read the message but say nothing. On Friday, the treasurer releases the money.
Was that a valid decision?
The chat shows that a conversation happened. It does not clearly show the proposal, eligible voters, quorum, required threshold or final result.
WhatsApp can be a useful meeting channel. It should not be the only place where the group has to reconstruct what it decided.
Start With The Constitution
The constitution should answer:
- Which decisions members may make remotely
- Whether written or electronic resolutions are allowed
- How notice must be given
- What counts as quorum
- Which members may vote
- What majority or threshold is required
- Who records and confirms the result
A routine operational decision may require a simple majority. A constitutional amendment, large payout, new debt or change to member benefits may require a higher threshold.
The communication tool does not change the threshold. Moving a vote from a meeting to WhatsApp does not turn a two-thirds requirement into “whoever replied first”.
Write One Clear Proposal
Do not ask members to vote on a paragraph containing several different decisions.
Weak proposal:
Are we happy to increase contributions, move the payout and let Thandi take over the account?
Clear proposal:
Proposal 2026-08: Increase the monthly contribution from R500 to R600 from 1 September 2026. No earlier contribution is affected.
The proposal should state:
- Exactly what will change
- The effective date
- The financial effect where relevant
- Who or what is affected
- Any supporting document members should read
If members cannot answer yes or no without adding conditions, the proposal probably needs more discussion.
Give Proper Notice
Post the proposal with:
- The voting opening time
- The voting closing time
- The list or number of eligible voters
- The quorum requirement
- The approval threshold
- The response method
- The person who will count the result
For example:
Voting opens at 09:00 on 10 August and closes at 18:00 on 12 August. Twelve members are eligible. At least eight must participate for quorum, and two-thirds of votes cast must support the proposal. Reply to the secretary privately with YES, NO or ABSTAIN.
Private responses can reduce social pressure, but the method must allow the secretary and reviewer to verify the count. For sensitive or contested decisions, use a formal meeting or another voting process that the constitution clearly recognises.
Silence Is Not Consent
A read receipt is not a vote. Neither is staying in the group after a proposal is posted.
Count explicit responses only. Use unambiguous options:
- YES
- NO
- ABSTAIN
An abstention may count towards participation or quorum but not towards approval, depending on the constitution. Record how the rule was applied.
Avoid relying on reactions. A thumbs-up may mean “I saw this”, “thank you” or “I agree”. It can also be removed without leaving a clear decision trail.
Record The Outcome Outside The Chat
When voting closes, create minutes or a written resolution containing:
- Proposal number and exact wording
- Date and method of notice
- Voting period
- Eligible voters
- Quorum required and achieved
- Votes for, against and abstaining
- Whether the threshold was met
- Effective date
- Any person authorised to act
- The secretary and reviewer
Post a concise result to the group:
Proposal 2026-08 was approved. Nine of twelve eligible members participated: seven yes, one no and one abstention. Quorum and the two-thirds threshold were met. The new contribution applies from 1 September 2026. The signed resolution is stored with the scheme records.
Keep the supporting messages for the period required by the group's record policy. Do not rely on one committee member's phone as the permanent archive.
Protect Personal Information
Group chats often contain phone numbers, identity details, bank confirmations and information about arrears. Keep the vote focused on the decision and avoid attaching personal documents unless every recipient genuinely needs them.
POPIA requires reasonable safeguards against loss and unauthorised access to personal information. The Information Regulator's POPIA guidance also explains what to do when information is exposed to an unauthorised person.
For a member-specific issue, circulate a redacted proposal where possible. “Approve the payment arrangement described in confidential committee paper 2026-04” is safer than posting the member's salary, ID copy and family circumstances to the full group.
Decisions That Need Extra Care
Do not use a casual poll for:
- Changing the constitution
- Increasing contributions or reducing benefits
- Admitting, suspending or removing a member
- Buying or selling an investment
- Borrowing money or giving security
- Approving a large or unusual payout
- Changing bank signatories
- Entering a property transaction
- Waiving a conflict of interest
Use the formal process in the constitution and obtain legal, tax or investment advice where the decision requires it.
If a decision concerns an outgoing payment, pair the resolution with the controls in our guide to approving scheme payouts.
Fixing A Vague Past Decision
If the group acted on an unclear chat discussion, do not rewrite the messages. Place the matter on the next meeting agenda and ask members to confirm, reject or replace the decision using the correct process.
The new resolution should state what happened, what is being ratified and its effective date. If the earlier action affected member rights or money materially, obtain advice before assuming a later vote cures every problem.
Zeturi helps keep proposals, votes and approvals attached to the resulting action. WhatsApp can remain where the conversation happens; the scheme record should show what was actually decided.
This article provides general governance information. Whether an electronic resolution is valid depends on the scheme's constitution, structure and the decision being made.