52Editions

HOA Meeting Invitation Letter

· Updated

Fill in the highlighted fields to create an HOA meeting invitation. Click any field to type your details, then copy the letter. For annual meetings and elections, use the dedicated annual meeting notice instead.

[Date]

Dear [Association Name] homeowners,

You are invited to a [Meeting Type, for example "board meeting", "special meeting" or "community town hall"] on [Meeting Date] at [Meeting Time] at [Meeting Location]. [Virtual Access Instructions, if any].

The purpose of the meeting is [Meeting Purpose]. The agenda includes:

  1. [Agenda Item One]
  2. [Agenda Item Two]
  3. [Agenda Item Three]
  4. Owner comments

[Attendance Note, for example "All owners are welcome to attend" or "Owners may speak for up to X minutes"].

Documents for discussion are available at [Document Location]. If you would like to raise an item, please contact [Meeting Contact] by [Item Deadline].

We hope to see you there.

Sincerely,

[Sender Name]
[Sender Title]
[Association Name]

What this letter does

A meeting invitation tells owners when and where a meeting is, what will be discussed and how to take part. A good one raises attendance and heads off complaints that residents were not informed.

Choose the right type

  • Regular board meetings often follow a standing schedule, and the invitation is more of a reminder.
  • Special meetings usually need notice that states the purpose, and business outside that purpose may not be allowed. Check your bylaws.
  • Annual meetings have election and quorum requirements. Use the annual meeting letter.
  • Hearings about an owner follow their own notice rules. See the hearing letter.

Owners who cannot attend can sign an HOA proxy letter. A meeting about a budget pairs with the HOA budget cover letter, and one about a levy with the special assessment letter.

What to include

Date, time, location, remote access, agenda, who may attend or speak, where to find documents and a contact. Where a closed session is planned, say that part of the meeting may be closed and why.

Notice requirements

The time required comes from your bylaws and state law. See meeting notice requirements.

Common questions

Do owners have to be invited to board meetings?

In many states board meetings are open to owners, with exceptions for closed sessions. Check your bylaws and statute.

Can the invitation go out by email?

Often yes, if the owner agreed to email notices 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.