52Editions

HOA Annual Meeting Letter

· Updated

Fill in the highlighted fields to create an HOA annual meeting notice for owners. Click any field to type your details, then copy the letter. Your bylaws and state law set the minimum notice period, so check them before you send it.

[Date]

NOTICE OF ANNUAL MEETING OF MEMBERS

To all owners of [Association Name]:

The annual meeting of the members will be held on [Meeting Date] at [Meeting Time] at [Meeting Location]. [Virtual Access Instructions, if any].

Agenda:

  1. Call to order and quorum
  2. Approval of minutes of the [Prior Meeting Date] meeting
  3. Treasurer's report and proposed budget
  4. Election of [Number Of Seats] directors
  5. [Other Business Item]
  6. Owner comments
  7. Adjournment

Candidates: the open seats are [Open Seats]. To be a candidate, submit your name and statement to [Candidate Contact] by [Candidate Deadline].

Proxies: if you cannot attend, you may appoint a proxy by returning the enclosed form to [Proxy Return Contact] by [Proxy Deadline]. A quorum of [Quorum Requirement] is needed.

Questions: contact [Meeting Contact] at [Meeting Contact Details].

By order of the Board of Directors,

[Secretary Name]
Secretary, [Association Name]

What this letter does

An annual meeting letter notifies owners that the yearly meeting will take place and invites them to vote, hear reports and raise questions. Because decisions such as elections and budgets are made there, proper notice protects the validity of the results.

What to include

  • Date, time and place, plus remote access if offered.
  • An agenda that covers elections, the budget and any votes.
  • Candidate nomination information and deadlines. Candidates can use the letter of intent.
  • Proxy and quorum information. See the proxy letter.
  • Contact information and where to find the documents being discussed.

Check the notice rules

The number of days' notice and the delivery method come from your bylaws and state law, and they differ. See HOA board meeting notice requirements. Keep proof of when and how the notice was sent.

Mistakes to avoid

  • Sending too late to meet the required notice period.
  • Leaving out items that must be voted on, such as a budget or an amendment.
  • Forgetting proxy and ballot materials.
  • Using a meeting place that owners cannot reach.

Related letters

For a general invitation or a special meeting, use the HOA meeting invitation letter. After the meeting, the end-of-year letter can summarize results. Elections use the board nomination letter and board candidate statement, and a budget vote pairs with the HOA budget cover letter and the special assessment letter.

Common questions

How far ahead must the HOA send annual meeting notice?

It depends on the bylaws and state law. Many require a set number of days, so check both.

Can the meeting be held online?

Often, if the documents and state law allow it. Say how to join in the notice.

This page gives general information and sample wording. It is not legal advice, and requirements differ by state and by association.