Following a recent application for Membership, it has become apparent that we don't have a defined procedure for this. The directors are proposing that the Company adopts a clear and consistent procedure for all new membership applications. This will ensure fairness, protect the Company’s statutory registers, and avoid disputes.
Why is this needed?
- At present, applications can arrive in many different forms – emails, letters, or unsigned notes. This creates uncertainty and extra work for directors and the Company Secretary.
- The law gives every long leaseholder the right to join the RTM Company, but it also requires us to keep accurate records.
- A standardised process protects everyone: applicants, existing members, and the Company itself.
What will change?
If approved, the following rules will apply to all new membership applications:
- Official form only – applications must be made on the Company’s Membership Application Form.
- Wet-ink signature required – forms must be signed in ink by the leaseholder. Digital or typed signatures will not be accepted.
- Hard copy submission – applications must be delivered in hard copy to the Company’s registered office. Scans may be sent for review, but membership will not be confirmed until the original is received.
- Supporting documents – applicants must enclose:
- Proof of leasehold (Official Copy of Register or certified lease extract);
- Proof of signature (passport/driving licence, signed page of lease, or other official document);
- If an attorney signs, a duly executed Power of Attorney.
- Email notices (optional) – applicants may consent to receive notices by email, but only using their own personal email address (no family or third-party accounts). Otherwise notices will be served by post.
- Company Secretary checks – the Company Secretary will only add a new member to the register once all requirements have been met.
What this means for members
- The procedure does not restrict anyone’s legal right to become a member.
- It simply ensures that all applications are properly verified, signed, and documented.
- This protects the accuracy of the Company’s registers and reduces the risk of disputes later.
To view the Application Form and accompanying guidance, click on the following links:
Application Form
Application Guidance
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Vote on the Proposal
Voting is open until Wednesday 3rd September at 11.59 PM.
Next Steps
- Comments and discussion close at: Wednesday 3rd September at 11.59 PM.
- A follow-up notice will outline the next budget update based on the outcome.