HOA End of Year Letter
· Updated
Fill in the highlighted fields to create the HOA end-of-year update for residents. Click any field to type your details, then copy the letter and send it in December or at the close of your fiscal year.
[Date]
Dear [Association Name] homeowners,
As [Fiscal Year] closes, I want to share what the board accomplished and what is ahead.
This year we: [Accomplishments, for example "completed the pool resurfacing, replaced the entrance sign and renewed our insurance"].
Finances: [Financial Summary, for example "The association ended the year within budget and reserves stand at $X"]. The [Next Fiscal Year] budget will be [Budget Status].
Coming up: [Upcoming Projects]. Key dates: [Key Dates].
Reminders: assessments are due [Due Schedule], and architectural requests must be submitted before starting work.
Thank you to [Volunteers, for example "our committee members and everyone who volunteered"] for making this community better. If you want to help in the coming year, contact [Volunteer Contact].
Sincerely,
[Sender Name]
[Sender Title]
[Association Name]
What this letter does
An end-of-year letter closes the year with a summary of accomplishments, finances and plans. It builds trust, reminds residents of dates and recruits volunteers.
What to include
- A short summary of completed projects.
- A clear financial snapshot, without overpromising.
- Upcoming projects, dates and meetings.
- Thanks to volunteers and staff.
- Reminders about assessments and rules.
- An invitation to get involved.
Tips
Write it for residents who read only the top few lines. Use specifics instead of general praise, and avoid arguing with critics. If assessments are changing, send a separate dues increase letter and the budget cover letter.
Related letters
Invite owners to the next meeting with the annual meeting letter and recruit for committees with the recruitment letter. The year's billing is explained in the HOA dues letter, and the next meeting is announced with the meeting invitation letter.
Common questions
When should it be sent?
Late in the fiscal year or just before the new year, depending on your budget cycle.
Should it mention disputes or lawsuits?
Only if the board has agreed on what to say and the lawyer is comfortable with it.
This page gives general information and sample wording. It is not legal advice, and requirements differ by state and by association.