Warm welcome letter to new homeowners covering HOA contact info, dues payment, key rules, and where to find governing documents.
A welcome letter sets the tone for the new homeowner's relationship with the HOA. Done well, it communicates that the board is approachable, organized, and focused on community well-being. This template covers all the essential information a new homeowner needs — assessment amount and payment method, how to access the governing documents, key rules to be aware of, amenity access instructions, and how to reach the board.
Send this letter within 5–7 days of a new owner taking title or a new tenant moving in. Include it in a welcome packet with copies of the rules, amenity access information, and a community directory if applicable.
[COMMUNITY NAME] HOMEOWNERS ASSOCIATION WELCOME TO [COMMUNITY NAME] Date: [DATE] To: [NEW HOMEOWNER NAME] Property Address: [ADDRESS] Dear [NEW HOMEOWNER NAME], On behalf of the Board of Directors and residents of [COMMUNITY NAME], welcome to the community! We hope your move went smoothly. This letter contains important information to help you get settled. YOUR MONTHLY ASSESSMENT Amount: $[AMOUNT] per month Due Date: The [1st / 15th] of each month Payment: [Online at [PORTAL URL] / Check payable to [COMMUNITY NAME] HOA / Mail to [ADDRESS]] GOVERNING DOCUMENTS Your CC&Rs, Bylaws, and Community Rules are available at: [COMMUNITY WEBSITE / PORTAL LINK] Paper copies are available upon request. KEY RULES TO KNOW - Exterior modifications require prior written board approval - Pets must be leashed in all common areas - Trash containers must be stored out of view except on collection day - Parking is limited to designated spaces and follows the Parking Policy AMENITIES [POOL / FITNESS CENTER / CLUBHOUSE] is available to residents. Access requires [KEY FOB / ACCESS CARD / POOL PASS]. To obtain your access credentials, contact [MANAGER] at [CONTACT]. CONTACT THE BOARD [BOARD EMAIL ADDRESS] Board Meetings: [DAY, TIME, LOCATION] We look forward to getting to know you. Please don't hesitate to reach out with any questions. Warmly, [BOARD PRESIDENT NAME] Board President, [COMMUNITY NAME] HOA
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Send this letter within 5–7 days of a new owner taking title or a new tenant moving in. Include it in a welcome packet with copies of the rules, amenity access information, and a community directory if applicable.
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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.