A formal written agreement between the HOA and a service provider or contractor.
A vendor contract is a legally binding agreement between the HOA (signed by an authorized board officer) and an outside company or individual providing goods or services to the community. Common vendor contracts include landscaping, pool service, security, elevator maintenance, management, insurance, legal counsel, and capital improvement projects. HOA vendor contracts should include scope of work, payment terms, term length, renewal provisions, termination clauses, insurance requirements, and indemnification provisions. Contracts above a dollar threshold typically require a competitive bidding process (RFP) or formal board approval. Contracts that bind the HOA for more than one year should be reviewed by the association's attorney before signing.
Poorly written or unreviewed vendor contracts expose the HOA to cost overruns, poor-quality work, and difficulty terminating bad vendors. Long-term contracts (5+ years) signed during developer control have trapped many communities in unfavorable terms.
RFP
Request for Proposal — a competitive bidding process through which the HOA solicits bids for services or projects.
Management Agreement
The contract between the HOA and a professional management company defining services, fees, and responsibilities.
Board of Directors
The elected governing body responsible for managing the HOA on behalf of all homeowners.
LotWize handles vendor contract 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.