The written document an owner uses to authorize another person to vote or act on their behalf.
A proxy form is the official document through which a homeowner delegates their meeting attendance and/or voting rights to another person (the proxy holder). The form must identify the owner granting the proxy, the proxy holder, the specific meeting for which it is valid, and — for a directed proxy — how the proxy holder must vote on specific agenda items. The form must be signed and typically submitted before the meeting begins. Most associations have an official proxy form that complies with their state's requirements. Invalid or improperly completed proxies may be rejected by the inspector of elections or meeting chair, affecting quorum counts and vote totals.
An improperly completed proxy form may be invalid, potentially leaving the community without quorum at a critical meeting. Always use the association's official form and follow the instructions exactly.
Proxy
A written authorization allowing one person to vote on behalf of another at an HOA meeting.
Proxy Vote
A vote cast by a proxy holder on behalf of an absent member at an HOA meeting.
Annual Meeting
The yearly membership meeting at which the HOA holds elections and presents community updates.
Quorum
The minimum number of members or directors that must be present for a meeting to conduct valid business.
LotWize handles proxy form tracking automatically — along with violations, ARC requests, meeting minutes, and homeowner communications, all in one platform built for self-managed HOAs.
Start 14-Day Free TrialThis page provides general information only — not legal or financial advice. HOA laws vary by state and community. Always consult your governing documents and an HOA attorney for guidance specific to your situation.