HOA Management Company Change Letter to Residents
Fill in the highlighted fields to write a letter telling residents your HOA is changing management companies. Include the dues payment instructions residents will need. You can edit it for free, then copy it or download a Word version.
[Date]
To all [Association Name] homeowners,
The Board of Directors has [Change Description, for example "selected a new management company" or "decided to change management companies"] effective [Effective Date]. [New Management Company] will replace [Former Management Company] as the association's manager.
What stays the same: [Unchanged Items, for example "your assessment amount and due date"].
What changes:
- Questions and service requests go to [New Contact Name] at [New Contact Phone] or [New Contact Email].
- Starting [Payment Start Date], please send assessment payments to [New Payment Instructions]. Payments sent to the former address after that date may be delayed.
- If you pay by automatic payment or online portal, you will need to [Autopay Instruction].
- Residents can register for the new owner portal at [Portal Address].
Please keep paying assessments on time so that no late fees apply during the transition. If you have questions about your account balance, contact [New Contact Name] after [Account Access Date].
Thank you for your patience as we make this change.
Sincerely,
[Board Officer Name]
[Board Officer Title]
[Association Name]
What this letter does
A management change letter tells residents who to contact and where to send money, so payments do not go astray. The practical risk in a switch is dues sent to the old address or autopay that stops working, so the payment instructions matter more than any other sentence.
What to include
- The effective date, and who the former and new managers are.
- A single new point of contact for questions, maintenance and account balances.
- New payment instructions, including lockbox address, online portal and what to do about autopay.
- What stays the same, so residents know their assessment and rules are not changing.
- A late-fee reassurance, if the board decides not to charge late fees for payments misdirected during the transition. Put it in only if the board has approved it.
When to send it
Send it before the effective date, and again with the first assessment statement afterward. Many associations also post it on the community website and notice board. Governing documents or state law may require particular notice for some board decisions, so check them.
How it differs from the termination letter
The termination letter goes to the old manager and follows the contract. This letter goes to residents and covers service continuity. Send the termination notice first.
Related steps
Update bank access with the bank signer change letter. A welcome letter from the management company can follow once the new manager starts. The outgoing manager may send an HOA manager resignation letter, and owners need new payment details in an HOA dues letter.
Common questions
Should the HOA tell residents the reason for the change?
Usually a short neutral statement is enough. Details can create disputes with the former manager.
Do homeowners need to do anything when the manager changes?
Usually only update payment details. Say so plainly.
This page gives general information and sample wording. It is not legal advice, and requirements differ by state and by association.