52Editions

HOA Records Request Letter (Colorado)

Describe the records you want with reasonable particularity in this Colorado HOA records request, and send it by certified mail so the statutory penalty can apply. Type your details into the highlighted fields, then copy the letter or download it as a Word file at no cost.

[Date]

[Name of Association]
Attn: Executive Board, c/o [Registered Agent or Community Manager]
[Association Address]

Sent by certified mail, return receipt requested, and by email to [Email Address]

Re: Request to examine and copy association records under C.R.S. 38-33.3-317

Dear Executive Board,

I am the owner of [Unit or Property Address] in [Name of Association]. Under section 38-33.3-317 of the Colorado Revised Statutes, I request to examine and obtain copies of the following records:

  1. [Record One, for example "Detailed records of receipts and expenditures from January 1, 2025 to the present, including bank statements"]
  2. [Record Two, for example "Minutes of all executive board meetings from January 1, 2025 to the present"]
  3. [Record Three, for example "Current written contracts with the management company and landscaping vendor"]

I would like to receive [Delivery Preference, for example "electronic copies by email"]. Please tell me the copying charge before you begin, and I will pay it in advance if you require.

This request gives you at least ten days before production. Please confirm in writing when the records will be available.

Sincerely,

[Your Name]
[Unit or Property Address]
[Phone or Email]
[Signature]

What this letter does

A Colorado HOA records request letter asks a common interest community to produce its records under the Colorado Common Interest Ownership Act. Colorado ties the association's penalty to a written request sent by certified mail, return receipt requested, so the form of the letter matters.

Key rules in C.R.S. 38-33.3-317

  • What the association must keep. The statute lists records that must be maintained, including detailed records of receipts and expenditures, minutes of owner and board meetings, owner lists, governing documents, three years of financial statements and seven years of tax returns to the extent available, the most recent reserve study, current contracts and contracts for work done in the past two years, records of design or architectural approvals, and written communications sent to all owners in the past three years.
  • Written request, ten days. The association may require a written request that describes the records "with reasonable particularity" at least ten days before inspection or production. It may limit examination and copying to normal business hours, or to the next regularly scheduled board meeting if that meeting falls within thirty days of the request.
  • No stated purpose. The association may not condition production on a statement of a proper purpose.
  • Copy charges. A reasonable charge may be collected in advance. It may not exceed the estimated cost of production and reproduction, including copying, mailing and special processing. You have the right to receive copies electronically if available.
  • Penalty. If the association fails to allow inspection or copying within thirty calendar days after receiving a written request sent by certified mail, return receipt requested, and payment of any required fees, it is liable for $50 per day, starting on the eleventh business day after it received the request, up to a maximum of $500 or the owner's actual damages, whichever is greater.
  • No compiling. The association is not obligated to compile or synthesize information.

Records the association may or must withhold

The association may withhold architectural drawings, records on contracts currently under negotiation, attorney-client privileged communications, records of executive sessions, records of other units, and information whose disclosure would violate law. It must withhold personnel, salary and medical records of individuals, and personal identification and account information of members and residents, such as bank account details, telephone numbers, email addresses, driver's license numbers and Social Security numbers. A membership list cannot be used for purposes unrelated to an owner's interest as an owner without the board's consent, including soliciting money, commercial use or sale. Association records may not be used for commercial purposes.

How to use the letter

  1. Describe each record specifically.
  2. Send it by certified mail, return receipt requested.
  3. Pay any fee the association properly requires.
  4. Count thirty calendar days from receipt and note the eleventh business day.
  5. If the association does not comply, send a follow-up that refers to the first letter, and consider asking a Colorado attorney about the penalty.

Statutes change, so confirm the current text of C.R.S. 38-33.3-317. See also the general records request letter.

For a sale or refinance, the Colorado statement of unpaid assessments is a separate request. An owner who receives a Colorado notice of delinquency can ask for the account records first.

Common questions

How long does a Colorado HOA have to provide records?

The association may require ten days' notice before production, and it faces a penalty if it fails to allow inspection or copying within thirty calendar days after a certified-mail request and payment of any required fees.

Do I have to explain why I want the records?

No. The association may not condition production on a statement of a proper purpose.

Can I get bank statements?

A Colorado Court of Appeals decision reads the statute to cover an association's bank statements as detailed records of receipts and expenditures. Confirm current case law.

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