Formal notice to homeowners of an upcoming board election, including open seats, nomination process, and voting instructions.
Board elections are among the most legally scrutinized HOA processes. Many states — particularly California under the Davis-Stirling Act — have detailed requirements for election notices, inspector of elections, secret ballot procedures, and vote counting. This template covers the full election notice package, from open seat descriptions to nomination deadlines and the voting/ballot return process. Review your state's election law and your CC&Rs before sending, as requirements vary significantly.
Send the election notice at least 30–45 days before the annual meeting election, or as required by your state law and governing documents. California requires 30 days for the first notice and a second notice 15–30 days before the election.
[COMMUNITY NAME] HOMEOWNERS ASSOCIATION NOTICE OF BOARD OF DIRECTORS ELECTION Date: [DATE] Election Date: [ELECTION DATE — at Annual Meeting] To: All [COMMUNITY NAME] Homeowners Dear Homeowner, [COMMUNITY NAME] HOA will hold its annual Board of Directors election on [ELECTION DATE] at the Annual Meeting. OPEN SEATS The following Board positions are up for election: - [X] Director positions — [2]-year terms - [Any positions due to vacancy] There are currently [X] seats to be filled. NOMINATIONS Any homeowner in good standing (no outstanding fines or delinquent assessments) may run for the Board. To place your name on the ballot, submit a completed Nomination Form by [NOMINATION DEADLINE] to: [BOARD EMAIL / MAILING ADDRESS] Candidate statements (max [200] words) may be submitted with the nomination form and will be included with the ballot. VOTING Ballots will be mailed / distributed to all homeowners in good standing on [BALLOT MAILING DATE]. Ballots must be received by [BALLOT RETURN DEADLINE]. Voting is also available in person at the Annual Meeting. INSPECTOR OF ELECTIONS The election will be overseen by [NAME / INDEPENDENT INSPECTOR SERVICE] as Inspector of Elections. Questions? Contact [BOARD SECRETARY] at [EMAIL]. Sincerely, [BOARD SECRETARY NAME] Board Secretary, [COMMUNITY NAME] HOA
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Send the election notice at least 30–45 days before the annual meeting election, or as required by your state law and governing documents. California requires 30 days for the first notice and a second notice 15–30 days before the election.
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Start 14-Day Free TrialThis template provides general guidance only — not legal advice. HOA rules and document requirements vary by state and by your governing documents. Always consult an HOA attorney before using any document in a legal or enforcement context.