HOA Treasurer Handover Letter
Fill in the highlighted fields to create an HOA treasurer handover letter that lists the records, accounts and duties passing to the incoming treasurer. Type your details into the highlighted fields, then copy the letter or download it as a Word file at no cost.
[Date]
To: [Incoming Treasurer Name], Treasurer
Cc: Board of Directors, [Association Name]
Re: Transfer of treasurer duties and financial records
Dear [Incoming Treasurer Name],
As of [Handover Date], I am transferring the duties of Treasurer of [Association Name] to you. This letter lists what I am handing over.
Accounts: [Account List, for example "operating account at BANK ending 1234; reserve account at BANK ending 5678"], with the latest statement and reconciliation for each dated [Reconciliation Date].
Records: general ledger, owner ledgers and delinquency list as of [Ledger Date]; current budget and reserve study; the last [Years Of Records] years of financial statements, tax filings and audits or reviews; invoices and contracts; insurance policies; and board minutes approving financial actions.
Open items: [Open Items, for example "pending invoices of $X to VENDOR; one owner payment plan under review"].
Access: login credentials and instructions for [Systems List] will be given to you separately by [Credential Method].
Please confirm receipt by signing below. I am available to answer questions until [Availability Date].
Sincerely,
[Outgoing Treasurer Name]
Outgoing Treasurer, [Association Name]
Received by: [Incoming Treasurer Name] Date: [Receipt Date]
What this letter does
A treasurer handover letter creates a written record of what financial responsibility, documents and access moved from one officer to the next. It protects both people: the outgoing treasurer shows what was delivered, and the incoming treasurer can see what to verify.
What to hand over
- Bank and investment accounts, with recent statements and bank reconciliations.
- Ledgers: the general ledger, owner ledgers and a list of delinquent accounts.
- Budgets and reserves: the current budget, the reserve study and any reserve funding plan.
- Financial statements and tax filings for the periods your documents or advisers require.
- Contracts, insurance and vendor files, plus a list of recurring payments.
- Board approvals for spending, with the minutes recording them.
- Online access: accounting software, bank portals, payment processor and the association email account. Hand over credentials through a secure channel, not in the letter.
The list of delinquent accounts feeds the HOA delinquent dues letter, and the billing schedule matches the HOA dues letter.
Verify before you sign
The incoming treasurer should reconcile the accounts to the statements, compare the ledger to the bank balance and ask about any unusual transactions before accepting the books. Some associations have a review or audit when the treasurer changes, so check your governing documents. An incoming treasurer can request the books with a letter to the HOA requesting documents if they are not delivered, and should compare the ledger with the latest HOA budget cover letter.
Pair it with bank changes
The handover is not complete until bank signers and online access change. Use the bank signer change letter. If the entire board is turning over, see the HOA board resignation letter.
Common questions
Who should receive a copy of the handover letter?
The board, and the management company if there is one. File a copy with the minutes.
Should the outgoing treasurer stay available?
For a defined period, yes. State it in the letter.
This page gives general information and sample wording. It is not legal advice, and requirements differ by state and by association.