HOA Board Meeting Notice Requirements

The notice rules for HOA meetings come from two places: your bylaws and your state's statutes. The bylaws say how the association gives notice; state law may set minimum advance notice or require that owners be allowed to attend. Always check both, because no single number applies everywhere.

What a meeting notice should contain

1. The date, time and place, with a virtual access link if the meeting is online.
2. Whether it is a regular, special or annual meeting.
3. An agenda or a description of the business, which is required for special meetings in many associations.
4. For annual meetings, election information, proxy rules and how to submit a candidate statement.
5. Whether owners may attend or speak, and any closed session.
6. How owners can submit comments or questions.

Meetings about money pair with the HOA budget cover letter, the dues increase letter or the special assessment letter.

Notice for discipline and hearings

When the meeting concerns an owner, specific notice rules can apply:

• California. At least 10 days' written notice to the member before a board meeting to consider discipline, delivered personally or by individual delivery (Civil Code 5855). See the California hearing notice.
• Texas. The association must tell the owner the date, time and place of a hearing no later than the 10th day before it, and give a packet of the documents it intends to use at least 10 days before (Property Code 209.007). See the hearing request letter.
• Florida. At least 14 days' written notice of the right to a hearing before fining or suspending (section 720.305). See the fine hearing notice.
• Colorado. Referring a delinquent account to a collector or attorney requires a recorded majority vote of the board at a meeting held under section 38-33.3-308(4)(e), as 209.5(1.7)(a)(II) says. See the notice of delinquency.

Annual meetings and elections

The bylaws set when and how members are told about annual meetings, elections and budget votes. Use the annual meeting letter and meeting invitation letter to prepare the notice, and the proxy letter for members who cannot attend. Candidates can use the letter of intent and candidate statement. Candidates can use the board nomination letter and the board member recruitment letter, and a vote to remove a director follows the HOA board member removal letter.

How to send notice

Mail, email, posting and delivery to the unit are common, and the bylaws should say which methods are valid. If an owner has agreed to email, many statutes allow it. Keep proof of when and how notice was given.

Mistakes that cause trouble

• Sending too little notice, so decisions are open to challenge.
• Holding a closed session for a topic that should be open.
• Failing to record the vote in the minutes.
• Using an old address list.

Common questions

How many days' notice does an HOA meeting require?

It depends on the bylaws and the state. Check both, and for hearings check the specific statute.

Can owners attend board meetings?

In many states yes, with exceptions for closed sessions. Check your statute and bylaws.

Can notice be sent by email?

Often, if the owner has consented or the documents allow it.

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