What is Proxy Voting? Complete Guide for Australian Organisations
Friday, 3 April 2026, 7:23 pm
Proxy voting sits at the heart of corporate and strata governance in Australia. Whether it’s a company AGM, a strata meeting, or a trustee decision, proxy voting ensures that members and stakeholders can still have their say—even when they can’t attend in person.
Done properly, it strengthens participation, improves transparency, and helps organisations stay compliant.
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1. What is Proxy Voting?
Proxy voting is when someone appoints another person to vote on their behalf at a meeting.
The appointed person is called a proxy, and they act in place of the member or shareholder, either following instructions or using their own judgement—depending on how they’ve been appointed.
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2. How Proxy Voting Works
While the process may vary slightly between organisations, proxy voting in Australia generally follows a clear structure:
- Appointment
A member or shareholder chooses a proxy to represent them.
- Proxy Form
The appointment is recorded using a proxy form, which may include voting instructions.
- Submission Deadline
The form must be submitted before a specified deadline—often at least 48 hours before the meeting.
- Voting at the Meeting
The proxy attends (physically or online) and casts votes on behalf of the member.
This process ensures that even absent stakeholders can still influence decisions.
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3. Types of Proxies
Understanding the different types of proxies is essential for both voters and organisers.
General Proxy
A general proxy allows the proxy holder to vote however they see fit. This gives them full discretion on all resolutions.
Specific (Directed) Proxy
A specific or directed proxy requires the proxy to vote exactly as instructed on each resolution.
Undirected Proxy
An undirected proxy does not include voting instructions, meaning the proxy decides how to vote.
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4. Proxy Rules by Context
Proxy voting rules in Australia vary depending on the type of organisation and governing legislation.
Corporations (AGMs and Listed Companies)
Under the Corporations Act 2001 (Cth):
Proxy voting is particularly important at AGMs, where shareholder participation directly impacts key decisions such as director appointments and remuneration reports.
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5. Strata Schemes
In strata schemes, proxy voting is governed by state-based legislation, and rules can differ across jurisdictions such as New South Wales, Queensland, and Victoria.
Common features include:
Source: https://www.qld.gov.au/law/housing-and-neighbours/body-corporate/meetings/proxies
Source: https://www.nsw.gov.au/housing-and-construction/strata/meetings-and-voting/proxy-voting
Source: https://www.consumer.vic.gov.au/housing/owners-corporations/meetings-and-committees/proxies
rules aim to maintain fairness and prevent undue influence within owners’ corporations.
6. Superannuation Fund Trustees
For superannuation funds, proxy voting may apply at the trustee or member level, depending on the fund structure.
Trustees must act in the best interests of members, and any proxy arrangements must align with fiduciary duties and governance requirements.
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7. Can Proxy Votes Be Revoked?
Yes—proxy votes can generally be revoked.
This can be done by:
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It’s important that revocations are received in time to be valid.
8. Proxy Voting for Online and Hybrid Meetings
As organisations increasingly adopt digital solutions, proxy voting has evolved alongside them.
In online and hybrid meetings:
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Digital proxy voting reduces administrative burden, minimises errors, and improves accessibility for participants.
9. Streamline Proxy Voting with Vero Voting
Managing proxy voting manually can be complex—especially for large organisations, AGMs, or multi-stakeholder environments.
Vero Voting simplifies the entire process by managing proxy voting end-to-end, including:
If you’re looking to reduce risk, improve accuracy, and deliver a better voting experience, Vero Voting can help.
