Editable, board-ready documents you can copy, download, or send and track automatically in hoa.to.
Every template below covers a document boards and managers send often: a violation notice, a board agenda, meeting minutes, ARC approval or denial letters, a new-owner welcome, a delinquency notice, and an annual meeting notice. Each one opens in an in-browser editor with bracketed placeholders you fill in, plus a how-to-use walkthrough, common mistakes, and answers to the questions that come up most for that document.
Pick the category that matches what you're sending today, compliance, governance, architectural, communications or collections, or search by the specific situation (a first violation, a denied ARC request, a past-due account). None of these replace legal advice; notice periods and required content vary by state, province and your own governing documents, and each template's page says so explicitly.
Templates are grouped by the part of running an association they support: compliance covers enforcement notices, governance covers agendas, minutes and annual meeting notices, architectural covers ARC decisions, communications covers owner-facing letters, and collections covers delinquency. If you send a document type that isn’t here yet, treat these as a starting structure and adapt the specifics to your own governing documents.
A notice is defensible when a stranger can read it a year later and see who was told what, when, under which rule, and what happened next. Whatever template you use, check for these elements before sending.
| Template | Send it when | Check in your statute and documents |
|---|---|---|
| Violation notice | First documented breach of a rule | Required notice content, cure period, hearing right, fine caps (Florida and Texas set these by statute) |
| Board meeting agenda | With every board meeting notice | Minimum notice days and whether agenda items must be listed (Florida requires it; California and Texas set day counts) |
| Meeting minutes | After every board and owner meeting | Retention period and owner access rules; record votes and quorum |
| Annual meeting notice | Before the AGM or annual members' meeting | Lead time and delivery method; Ontario requires a preliminary notice and the CAO forms |
| ARC approval / denial letter | After the architectural committee decides | Decision deadline in the documents, conditions of approval, appeal route |
| Welcome letter | When a new owner closes | Where the governing documents and payment instructions live |
| Delinquent assessment notice | When an assessment is past due | Pre-lien notice, certified mail, payment plan and hearing rights before any lien or suspension |
Statute pointers for each state and province are on the US state and Canadian province reference pages.
The violation letter is the template that ends up in front of a hearing committee or a judge most often, so it deserves the most care. A good HOA violation letter is factual rather than accusatory, cites the exact rule, includes the evidence, sets a realistic cure period, and states the owner's hearing rights in the words the statute uses. Escalate in steps: a courtesy notice, a formal notice with a cure date, then a fine notice with the hearing offer. Never skip the hearing step where the statute requires one; in Florida, for example, an HOA fine requires 14 days' written notice of the right to a hearing before an independent committee, and in Texas certified-mail notice with a cure period comes before a fine.
You do not need a separate website template. Every community on hoa.to gets its own subdomain (for example maplewood-hoa.hoa.to) with a public community site that lists the documents the board marks public, bookable amenities and a contact form, plus the private owner portal and board console behind a login. Owners find it through the community finder.
Yes. Each opens in an in-browser editor; you can copy or download the text without an account. Connecting a community in hoa.to adds delivery tracking and stores the sent notice against the unit.
They are structured to include the elements most statutes require (rule cited, facts, cure period, hearing rights) but leave day counts and dollar amounts as placeholders because those vary. Use the state and province reference pages to fill them in, and confirm with counsel where money or property rights turn on it.
Only if your statute and governing documents allow electronic delivery for that notice, and usually only to an address the owner has registered. Some notices, such as pre-lien notices in California and enforcement notices in Texas, must go by certified mail.
Long enough to actually fix the problem and never shorter than any minimum in your statute or documents. A lawn takes a week; a fence replacement takes longer. State the date, not just the number of days.
Dues, payments, violations, ARC, documents, voting, and a resident app — all in one place. Free to start, no credit card.