Free template
HOA Dues Increase and Special Assessment Notice Template
Nobody likes this letter, which is why it has to be clear. Owners want three things: the number, the date, and the reason. A notice that gives them, with the budget lines behind the change and a plain way to pay, gets fewer calls than one that explains at length.
This template covers both a change to the regular assessment and a one-time special assessment. Use the section that applies and delete the other.
The template
Notice of [Assessment Change / Special Assessment]
[Association name]
[Date]
Dear [Owner name],
Regular assessment, effective [date]
At its meeting on [date], the board adopted the [year] budget. Beginning [date], the regular assessment for your home will be $[new amount] per [month / quarter / year], up from $[current amount]. The budget totals $[amount], of which $[amount] goes to reserves.
The change comes from: [insurance premium up $[amount] / landscaping contract renewal / the reserve study's recommended contribution / utility rates]. The full budget is on the owner portal under Documents and is enclosed.
Special assessment
On [date], the [board / members] approved a special assessment of $[total] for [purpose, such as roof replacement on buildings A through D]. Your home's share is $[amount], payable [in one payment by [date] / in [number] installments of $[amount] due on [dates]]. The money is held in its own fund and spent only on this project.
How to pay
Pay by card or bank account on the owner portal at [link], or mail a check to [address]. If you have autopay, it [will update to the new amount on its own / needs to be updated by [date]]. Bank payments carry [no fee / a fee of ...]; card payments carry [fee].
Questions
The board will take questions at its meeting on [date] at [time], [place]. You can also text [number], email [address], or send a request from the portal.
[Name], Treasurer, on behalf of the Board of Directors
Enclosure: [year] budget.
Questions Boards Ask
How much notice does an HOA have to give before raising dues?
What the state act and the governing documents require. Thirty days before the start of the fiscal year is common, and several states require the budget itself to go to owners before it takes effect.
Can a board levy a special assessment without an owner vote?
Up to a limit in many states and declarations, often a percentage of the annual budget, with an owner vote required above it. Emergencies are sometimes an exception.
Goes With This One
Keep Reading
Guides
- HOA Special Assessment RulesA special assessment is the charge nobody budgeted for.
- How Much Should an HOA Have in Reserves?There is no right dollar figure, only the number a reserve study produces for your roofs, your pavement, and your pool.
- 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
- AssessmentThe owner's share of the association's budget, charged on a schedule.
- Special assessmentA one-time charge beyond the regular assessment, levied to cover a shortfall or a project the budget and the reserves cannot: a roof, a lawsuit, a storm.
- Reserve fundMoney set aside, apart from operating cash, to repair and replace the community's major components as they wear out: roofs, paving, elevators, paint.
- Fiscal yearThe twelve months the association budgets and reports on.
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.