HOA Management Welcome Letter
· Updated
Fill in the highlighted fields to create a welcome letter from the HOA management company to residents. Click any field to type your details, then copy the letter and send it when the management contract begins.
[Date]
Dear [Association Name] homeowners,
On behalf of [Management Company Name], welcome. We are pleased to begin managing [Association Name] effective [Start Date] at the board's direction.
Your community manager is [Manager Name], reachable at [Manager Phone] and [Manager Email], [Office Hours]. For after-hours emergencies, call [Emergency Number].
What we do for the community: [Services Overview, for example "collect assessments, coordinate maintenance and vendors, assist with architectural requests and support the board"].
Payments: please send assessments to [Payment Instructions]. Online account access is available at [Portal Address], with login instructions: [Portal Instructions].
Service requests: submit them through [Request Method]. We aim to respond within [Response Time].
We look forward to working with the board and residents.
Sincerely,
[Manager Name]
[Management Company Name]
What this letter does
A management welcome letter introduces a new management company, tells residents how to reach it and explains payment and service procedures. It reduces confusion in the transition.
What to include
- Start date and the manager's name.
- Contact details, office hours and emergency number.
- A short list of services.
- Payment and portal instructions.
- How to submit requests and expected response times.
- Who decides: the board directs the manager, and the manager does not replace the board.
Coordinate with the board
The board usually announces the change first, with the management change letter, and the manager follows up with this welcome. If the board is ending a previous contract, use the termination letter. Payment details should match the HOA dues letter, and records that moved with the contract follow the treasurer handover letter.
Related letters
New homeowners can also receive the new resident welcome letter.
Common questions
Who should send it?
The management company, after the board has announced the change.
What should it avoid?
Criticism of the previous manager, and promises the contract does not cover.
This page gives general information and sample wording. It is not legal advice, and requirements differ by state and by association.