Free & Pro HOA Templates Library

Legal "birth certificate" of the association, filed with the Secretary of State to create the corporate entity.

The "Constitution" — runs with the land, defining what owners can and cannot do with their property.

The "Administrative Manual" — defines quorum, board elections, officer duties, and meeting procedures.

The "Day-to-Day" rules passed by the board (pet policies, pool hours, parking). Easiest to amend.

Visual record of property boundaries, lot lines, easements, and common areas recorded at the county.

Formal announcement sent to all owners before a board or member meeting. Must meet state-mandated notice periods (typically 10–30 days).

The specific list of items to be discussed at a board or member meeting.

The official legal record of what was decided at each board meeting. Most states require these to be kept in perpetuity.

Private records of sensitive board discussions (legal matters, personnel, collections). Usually not disclosed to owners.

Official record of the yearly homeowner gathering, including election results and votes on major issues.

Formal board decisions made via email or signed letter without a physical meeting.

A formal document recording a specific new policy or decision passed by the board.

Documents used by owners to vote on board members or rule changes, including absentee and electronic ballots.

The projected income and expenses for the fiscal year. Must typically be distributed to owners before the fiscal year begins.

A professional report projecting the long-term cost of replacing major common-area components (roofs, roads, pools). Mandated by law in ~12 states.

A snapshot of the association's assets versus liabilities at a specific point in time.

A report showing actual income and spending versus the approved budget for a given period.

The line-by-line record of every financial transaction the association makes.

A detailed list of all owners with unpaid assessments or fees.

An independent review of the association's finances by a licensed CPA. Level required (audit vs. review vs. compilation) varies by state and revenue.

A legal claim filed against a property when an owner fails to pay HOA assessments. Priority varies significantly by state.

The first written notification to an owner that they are in breach of the CC&Rs or Rules & Regulations.

A formal legal demand to stop a specific violating action.

Due-process letter inviting the owner to appear before the board or a committee to dispute a violation before a fine is levied.

The document informing an owner of the specific monetary fine owed for a rule violation.

The published list of fines for specific violations. Must be adopted and distributed to be enforceable.

Alternative Dispute Resolution documentation — records from any mediation or arbitration proceedings.

The formal approval or denial of an owner's request to modify their property (paint, deck, fence, solar panels, etc.).

Monthly or quarterly updates distributed to all residents covering community news and board announcements.

Information given to new residents upon move-in, including community rules, contact info, and key documents.

A list of residents and contact information. Usually restricted for privacy; distribution rules vary by state.

An alert to residents about upcoming common-area work (e.g., paving, painting, utility shutdowns).

Feedback collected from the membership on community matters.

Formal letters sent to the entire membership regarding major issues (special assessments, litigation, policy changes).

The HOA's primary insurance policies covering general liability, property (common areas), and Directors & Officers (D&O) liability.

Written agreements with all service providers (landscapers, pool companies, attorneys, accountants).

The formal contract between the HOA and a professional property management company (if applicable).

The annual federal tax filing for the HOA as a tax-exempt nonprofit entity.

Annual filing to keep the HOA's corporate status active with the state.

The package of HOA documents required to be provided to a buyer at closing. Name and requirements vary significantly by state.