Free HOA templates
The Letters and Forms a Board Sends Most, Ready to Fill In
Short, specific, and built to hold up later, the way Havn's own letters are written. Each comes as a PDF and as text for your own letterhead, with notes on what it must include.
Free template
HOA Meeting Minutes
[Association name] · Board meeting · [date]
Call to order
The meeting was called to order at [time] by [name], [President].
Attendance
Directors present: [names]. A quorum of the board [was / was not] present.
Motions
Treasurer's report
Secretary
Date approved
Templates
Every Template, With What It Must Include
HOA Meeting Minutes
Minutes are the association's record of what the board decided, not a transcript of what everyone said.
HOA Annual Meeting Notice
The annual meeting notice is the one letter every owner must receive, within the window the bylaws set and by the method they allow.
HOA Welcome Letter
A welcome letter is the first thing a new owner reads from the association, and it decides whether their first call to the office is friendly or confused.
HOA Violation Notice
A violation notice does two jobs: it tells the owner exactly what to fix and by when, and it builds the record that a fine or a lien will later rest on.
HOA Petition
Owners use a petition when they want the association to act on something the board has not: call a special meeting, put a recall on the agenda, propose an amendment, or demand an audit.
HOA Election Ballot
A ballot has to do three things: let the owner vote clearly, let the association verify that the owner was entitled to vote once, and keep the vote secret where the state requires it.
HOA Proxy Form
A proxy lets an owner who cannot attend give someone else the right to vote for them at a meeting, and lets the meeting count that home toward quorum.
HOA Dues Increase and Special Assessment Notice
Nobody likes this letter, which is why it has to be clear.
HOA Newsletter
A newsletter owners read is one page with dates in it.
How to use them
Three Ways to Send One
Download the PDF
Print it, fill the brackets by hand or in a PDF editor, and sign.
Copy the Text
Paste it into your own letterhead and edit it there.
Let Havn Send It
Every one of these goes out from the record, by email, text, and mail, with the names and amounts already filled.
Havn sends every one of these for you, by email, text, and mail.
HOA management software with a homeowner portal owners actually use. Resale documents are included; the requester pays for each one.