52Editions

HOA Records Request Letter (Texas)

Fill in the highlighted fields to create a Texas HOA records request that meets the form required by Property Code section 209.005: sent by certified mail, with your choice to inspect first or receive copies. The fields edit right in your browser, and you can copy the result or save it as a Word document.

[Date]

[Name of Property Owners Association]
Attn: [Managing Agent or Registered Contact, as shown on the management certificate]
[Mailing Address on Management Certificate]

Sent by certified mail, return receipt requested

Re: Request for books and records under Texas Property Code section 209.005

Dear [Managing Agent or Registered Contact],

I am the owner of [Your Property Address] in [Name of Property Owners Association]. Under section 209.005 of the Texas Property Code, I request access to the following books and records of the association:

  1. [Record One, for example "Minutes of all board meetings from January 1, 2025 to the present"]
  2. [Record Two, for example "The 2025 operating budget and the year-end financial statement"]
  3. [Record Three, for example "The contract with the management company, including all amendments"]

I elect to [Election, either "first inspect the records before obtaining copies" or "have copies forwarded to me"]. Please send copies to [Delivery Address or Email]. Please send me your recorded records production and copying policy and an estimate of costs.

Please respond within the time required by law.

Sincerely,

[Your Name]
[Your Property Address]
[Signature]

What this letter does

A Texas HOA records request letter asks the property owners' association for access to its books and records in the form that Texas Property Code section 209.005 requires. Texas is stricter than many states about the format of the request, so a request that misses a step can be treated as invalid. Getting the form right protects your right to enforce the deadline.

What section 209.005 requires

  • Written request by certified mail. The owner must submit the request in writing, by certified mail.
  • A detailed description. It must describe the books and records with sufficient detail.
  • The right address. It must go to the mailing address on the association's most current management certificate filed under section 209.004.
  • An election. It must say whether you want to inspect the records before obtaining copies, or have copies forwarded.
  • 10 business days. For an inspection request, the association must send written notice of inspection dates on or before the 10th business day. For a copy request, it must produce the records on or before the 10th business day.
  • Possible extension. If it cannot meet that deadline, it must tell you in writing and give a date no later than the 15th business day after that notice.
  • Agents. You may designate an agent, attorney or CPA in a signed writing.
  • Costs. The board must adopt a recorded records production and copying policy, and charges may not exceed the amounts set by 1 Texas Administrative Code section 70.3. The association may ask for advance payment of estimated costs.

Records the association can withhold

Attorney files are generally not association records, with some exceptions, and attorney-client communications are protected. The association is not required to release records that identify an individual owner's violation history, personal financial information (including payment history), contact information other than the address, or employee information, unless the owner gives written approval or a court orders release. Information shown in meeting minutes is not withheld.

If the association does not comply

An owner denied access may petition the justice of the peace in the precinct where the property is located. If the member is entitled to access, the court may order release and award court costs and attorney's fees. Before filing, the owner must send notice of intent to sue by certified mail, return receipt requested (or USPS with signature confirmation), at least 10 business days before filing, describing the records in sufficient detail.

Practical steps

  1. Find the association's management certificate to get the correct mailing address.
  2. Describe each record clearly, with date ranges.
  3. Send the letter by certified mail and keep the receipt.
  4. Count 10 business days from receipt.
  5. Ask the association for its recorded copying policy.

Statutes change, so confirm the current text of section 209.005. For other states, see the general letter to the HOA requesting documents.

For a sale, the Texas HOA resale certificate is requested separately. Owners preparing for a fine hearing often ask for the violation file first, and the Texas HOA hearing request letter covers the hearing itself. If you disagree with a charge, send an HOA dispute letter.

Common questions

Can a Texas HOA make me pay before it produces records?

It may require advance payment of estimated costs, based on the recorded policy. It cannot charge for compilation, production or reproduction unless the policy has been recorded.

Does the request have to go by certified mail?

Yes. Section 209.005 requires a written request submitted by certified mail.

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