New Homeowner Welcome Letter template
Set a positive first impression and share everything a new owner needs to get started.
Edit the template below, then copy or download it — or send and track it automatically inside hoa.to.
How to use this template
- Fill in the community name, dues amount and due date.
- Add the portal link where new owners activate their account.
- List available amenities and how to reserve them.
- Note the architectural review requirement for exterior changes.
- Include the manager's or board's contact information.
- Personalize the greeting and send within the first week after closing.
When to send it
Send as soon as you're notified of a closing, ideally within the first few days so the new owner has portal access and key information before their first dues cycle.
Common mistakes to avoid
- • Sending it too late — after the owner has already missed a payment or a deadline.
- • Leaving out the portal activation link, which delays the owner's first login.
- • Not mentioning the ARC requirement, leading to unapproved modifications early on.
- • Forgetting a real contact for questions, so the owner doesn't know who to reach.
- • Using generic boilerplate that doesn't reflect the community's actual amenities or rules.
Frequently asked questions
How soon after closing should a new owner receive this letter?
As soon as possible — ideally within the first week, so the owner can set up portal access before their first dues payment is due.
Should the welcome letter include the full governing documents?
Not usually — reference where to find them (typically the resident portal) rather than attaching lengthy documents to the letter itself.
What if the community doesn't have a resident portal yet?
Replace the portal references with your current process for payments and document access, and consider whether an online portal would simplify onboarding going forward.
Should the letter mention an upcoming dues increase or special assessment?
If one is already approved or noticed, disclosure is often required as part of the sale/resale process — check your state or provincial disclosure rules and coordinate with the closing.
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.