Free template
HOA Proxy Form Template
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. A directed proxy tells the holder how to vote on each item; a general proxy leaves it to the holder. The bylaws and the state act say how long a proxy lasts and whether it can be used in a director election at all.
This template works as either. Fill in the directed section to bind the holder, or leave it blank for a general proxy.
The template
Proxy
[Association name] · [Annual / Special] meeting of members on [date], and any adjournment of it
I, [owner name], the owner of [property address or unit], appoint [proxy holder name] or, if that person is not present, the Secretary of the association, as my proxy to attend the meeting named above, to be counted toward the quorum, and to vote on my behalf as set out below.
Instructions (directed proxy)
If I have marked a choice below, my proxy must vote as marked. If I have left an item blank, my proxy may vote as they see fit on that item.
- Election of directors: vote for [candidate names] / as my proxy sees fit
- Measure 1, [title]: Yes / No
- Measure 2, [title]: Yes / No
- Any other business properly before the meeting: as my proxy sees fit
Term and revocation
This proxy expires at the close of the meeting named above or [number] months from the date below, whichever is first. I may revoke it by written notice to the Secretary or by attending the meeting and voting in person.
Owner signature
Printed name
Date
Return to [name], [address or email], by [date and time].
Questions Boards Ask
What is the difference between a proxy and an absentee ballot?
A proxy gives another person the right to vote for you at the meeting. An absentee ballot is your own vote, cast in advance. Several states require the ballot for director elections.
Can a proxy be emailed?
Where the bylaws or the state act allow electronic delivery, yes, usually as a signed scan or an electronic signature. Keep the original method of delivery in the meeting record.
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.
Terms to Know
- Proxy voteA written authorization letting another person vote for an owner at a meeting.
- QuorumThe minimum number of owners, or share of the votes, that must be present or represented for a meeting to act.
- 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.
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.
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