Notice for a special or emergency meeting called outside the regular meeting schedule, with stated purpose and authority.
Special meetings are called between regularly scheduled board or annual meetings to address urgent matters that cannot wait. Because special meetings are called for a specific purpose, the notice must clearly state that purpose — votes on topics not listed in the notice are generally invalid. This template includes the required authorization language, purpose statement, and quorum requirements specific to special meetings.
Use this template when an urgent matter requires a vote before the next regular meeting — such as an emergency repair, a budget amendment, or a matter requiring membership vote. Most governing documents require 5–15 days' notice for special meetings.
[COMMUNITY NAME] HOMEOWNERS ASSOCIATION NOTICE OF SPECIAL MEETING Date: [MEETING DATE] Time: [MEETING TIME] Location: [MEETING LOCATION] Dear [COMMUNITY NAME] Homeowner, Pursuant to [ARTICLE / SECTION] of the [COMMUNITY NAME] HOA Bylaws, a Special Meeting of the [Board of Directors / Members] has been called. PURPOSE OF MEETING This meeting is called for the sole purpose of: [STATE SPECIFIC PURPOSE — e.g., authorizing an emergency repair contract not to exceed $XX,XXX for roof replacement at the clubhouse] No other business will be conducted at this meeting. QUORUM A quorum requires [X] [directors / members] present in person or by proxy. This meeting was called by: [NAME(S) / TITLE(S)] Questions? Contact [BOARD CONTACT NAME] at [EMAIL / PHONE]. Sincerely, [BOARD PRESIDENT NAME] Board President, [COMMUNITY NAME] HOA
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Use this template when an urgent matter requires a vote before the next regular meeting — such as an emergency repair, a budget amendment, or a matter requiring membership vote. Most governing documents require 5–15 days' notice for special meetings.
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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.