Free template
HOA Annual Meeting Notice Template
The annual meeting notice is the one letter every owner must receive, within the window the bylaws set and by the method they allow. A meeting held on bad notice can have its election and its votes challenged, so the notice carries the date, the place, the agenda, and whatever an owner needs to vote without attending.
This template is written for mailing and email at once. Fill in the blanks from the bylaws, attach the proxy or ballot, and send it so it lands inside the window.
The template
Notice of Annual Meeting of Members
[Association name]
[Date of notice]
To all members of [Association name]:
The annual meeting of the members will be held on [day, date] at [time] at [place / online at [link], with the dial-in [number]]. Registration opens at [time].
Agenda
- Call to order and proof of notice
- Determination of quorum
- Approval of the minutes of the [date] annual meeting
- Reports of the president and the treasurer
- Presentation of the [year] budget
- Election of [number] directors to [term] terms
- [Other business properly brought before the meeting]
- Owner questions
- Adjournment
Election of directors
[Number] seats are open. The candidates are: [names]. [Nominations may also be made from the floor / Nominations closed on [date] under Section [number] of the bylaws.] A brief statement from each candidate is enclosed.
Quorum and voting
Under Section [number] of the bylaws, [percentage or number] of the members present in person or by proxy constitute a quorum. If you cannot attend, please complete the enclosed [proxy / absentee ballot] and return it to [address or email] by [date and time] so your home is counted.
Enclosures
- Proxy form
- [Ballot]
- Candidate statements
- [Proposed year budget]
- Minutes of the last annual meeting
Questions: [manager or secretary name], [phone], [email].
Secretary, on behalf of the Board of Directors
Questions Boards Ask
How much notice does an HOA annual meeting need?
What the bylaws say, within what the state allows. Ten to sixty days is the common range. The notice must go out by the method the bylaws permit, which may include email only if the owner agreed to it.
Can the meeting be held online?
In many states, yes, if the bylaws or a board resolution allow it and owners can hear and be heard. The notice must say how to join.
Keep Reading
Guides
- HOA Voting Rules, ExplainedWho gets a vote, how much it counts, how many owners have to show up, and what a proxy actually does.
- How to Run an HOA MeetingA board meeting that ends on time and an annual meeting that makes quorum are mostly the same discipline: a notice sent on the right day, an agenda that puts decisions first, and minutes written before anyone leaves.
- How to Create an HOA BudgetAn association budget is a short document with one hard number at the end: the assessment per home.
Terms to Know
- Annual meetingThe once-a-year meeting of all owners where directors are elected, the budget is presented, and the year's business is put to a vote.
- QuorumThe minimum number of owners, or share of the votes, that must be present or represented for a meeting to act.
- Proxy voteA written authorization letting another person vote for an owner at a meeting.
- Constructive noticeThe legal rule that a person is treated as knowing what the public records contain.
State Law
- HOA laws by stateEvery state's association statutes and resale rules on one map.
- Resale certificate fee capsAll 51 jurisdictions' fee caps and deadlines in one table.
Havn sends this letter 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.