MEETINGS · TEMPLATE

HOA proxy form template

A proxy lets an owner who cannot attend still count toward quorum and vote. Whether general proxies are allowed, and for how long, is set by your bylaws and state law, so the form has to match those rules exactly or the votes get thrown out.

Edit the template below, then copy or download it — or send and track it automatically inside hoa.to.

[ASSOCIATION NAME] – PROXY FOR THE [ANNUAL / SPECIAL] MEETING OF MEMBERS
Meeting date: [DATE]  Time: [TIME]  Location: [LOCATION]

Owner(s): [NAME(S)]   Unit / lot: [NUMBER]

I/we appoint [PROXY HOLDER NAME] (or, if left blank, the Secretary of the association) as my/our proxy to attend the meeting, to be counted toward quorum, and to vote on my/our behalf as indicated below.

[ ] GENERAL PROXY: my proxy may vote at their discretion on all matters properly before the meeting, including any adjournment.

[ ] DIRECTED PROXY: my proxy must vote as follows:
Election of directors: [ ] For the following candidates: [NAMES]   [ ] Abstain
Proposal 1 ([DESCRIPTION]): [ ] For  [ ] Against  [ ] Abstain
Proposal 2 ([DESCRIPTION]): [ ] For  [ ] Against  [ ] Abstain
On any other matter: [ ] Proxy holder's discretion  [ ] Abstain

This proxy is valid only for the meeting above and any adjournment of it, and expires [NUMBER] days / months after the date signed as limited by law. It may be revoked by written notice to the Secretary before the meeting is called to order, or by attending in person.

Signature: [SIGNATURE]   Print name: [NAME]   Date: [DATE]
Co-owner signature (if required): [SIGNATURE]   Date: [DATE]

Return to: [SECRETARY / MANAGER], [ADDRESS / EMAIL], by [DATE AND TIME].

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How to use this template

Check your bylaws and state law for whether general proxies are permitted and the maximum validity period.
Pre-fill the meeting details and the ballot items so directed proxies are usable.
Name a default proxy holder (often the secretary) for owners who leave the line blank.
Set a return deadline before the meeting so the inspector of elections can validate them.
Keep original proxies with the meeting records.

When to send it

Send with the meeting notice; collect by the deadline stated in the notice.

Common mistakes to avoid

• Using a general proxy where the state requires directed proxies for elections.
• Undated or unsigned proxies, which are invalid.
• Accepting proxies after the meeting starts.
• No revocation language, leading to disputes when an owner attends.
• Not recording proxy counts in the minutes.

Frequently asked questions

Can a proxy be used for board elections?

In many states elections must use secret ballots and proxies may only be used for quorum or must be directed. Check your statute.

How long is a proxy valid?

Commonly up to 11 months, but some states set shorter limits. Your bylaws may be stricter.

Who can be a proxy holder?

Usually any adult, but some documents limit it to another member or a director.

Can I revoke a proxy?

Yes, in writing before the meeting or by attending and voting in person.

General information only, not legal advice. Requirements vary by state, province and your governing documents — check your CC&Rs, bylaws and the applicable statute (and, if in doubt, licensed counsel) before relying on this template. Notice periods, cure periods and fee limits are not the same everywhere.

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HOA proxy form template

How to use this template

When to send it

Common mistakes to avoid

Frequently asked questions

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