HOA Vendor Contract Template

Finance

Basic service agreement template for HOA vendor engagements, including scope, payment terms, insurance, and termination.

About this template

Every vendor relationship should be governed by a written contract that defines the scope of work, payment terms, insurance requirements, and termination rights. A standardized contract template reduces legal review costs, ensures consistent terms across all vendors, and protects the association from disputes. This template is designed for routine service contracts (landscaping, cleaning, maintenance) and should be reviewed by HOA legal counsel for larger engagements.

What's included

Scope of work and service specifications
Payment terms, invoicing schedule, and late payment provisions
Insurance and certificate of insurance requirements
Indemnification and liability allocation
Termination for convenience and for cause
Dispute resolution and governing law

When to use this template

Use this template for all new vendor engagements and contract renewals. Have your HOA attorney review any contract exceeding $[threshold] or involving specialized work.

Template preview

Replace all [BRACKETED] fields with your community's details

[COMMUNITY NAME] HOMEOWNERS ASSOCIATION
VENDOR SERVICE AGREEMENT

Vendor Name: _____________________________
Service Type: _____________________________
Contract Term: [START DATE] to [END DATE]

1. SCOPE OF WORK
The Vendor agrees to provide the following services:
_______________________________________________
_______________________________________________

2. COMPENSATION
Total Contract Amount: $[AMOUNT]
Payment Schedule: [Monthly / Quarterly / Upon Completion]
Invoices due within [30] days of receipt.

3. INSURANCE
Vendor shall maintain the following insurance:
- General Liability: $[AMOUNT] per occurrence
- Workers' Compensation: As required by state law
- Auto Liability (if applicable): $[AMOUNT]
Vendor shall provide a certificate of insurance naming [COMMUNITY NAME] HOA as additional insured.

4. INDEMNIFICATION
Vendor agrees to indemnify and hold harmless [COMMUNITY NAME] HOA from any claims arising from Vendor's performance under this agreement.

5. TERMINATION
Either party may terminate this agreement with [30] days' written notice. The Association may terminate immediately for cause, including breach of contract or failure to maintain insurance.

6. DISPUTE RESOLUTION
Any dispute shall be resolved through mediation in [COUNTY, STATE], followed by binding arbitration if mediation is unsuccessful.

Signed:
_________________________ [VENDOR NAME] Date: __________
_________________________ [BOARD PRESIDENT] Date: __________

Download the full editable template

Get the editable version

LotWize generates this document with your community's actual details — homeowner name, address, and governing document citations already filled in.

Try LotWize free

Free forever for up to 10 units · 14-day trial on paid plans

Tip

Use this template for all new vendor engagements and contract renewals. Have your HOA attorney review any contract exceeding $[threshold] or involving specialized work.

Related templates

HOA Insurance Renewal Checklist HOA Annual Budget Approval Letter

LotWize generates this automatically with your community's actual details

Stop filling in brackets. LotWize knows your homeowners, your CC&Rs, and your violation history — it generates hoa vendor contract template documents in seconds, pre-addressed and ready to send.

Start 14-Day Free Trial

This 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.