How to switch your HOA to online voting
Moving your community from paper ballots to online voting is mostly a matter of process: confirm what your documents allow, authorize it properly, bring members along, and keep a clean record. This guide walks through each step and gives you the templates to do it, including a board resolution, a member announcement, and a printable paper ballot for members who still want one.
Works for HOAs and condos, and the same steps apply to nonprofits, co-ops, and other member organizations.
Make the switch in six steps
- 1
Confirm your governing documents and state law allow it
Most associations can move to electronic voting, but the rules differ by state and by your CC&Rs and bylaws. Check whether your documents require a membership vote or only a board resolution, and review your state's notice and ballot-secrecy requirements before you start.
HOA voting rules by state - 2
Adopt a board resolution authorizing electronic voting
Several states (Florida among them) require the board to pass a resolution before the first electronic vote. Use the template below, fill in your association's details, and have your attorney review it before adoption.
Jump to the resolution template - 3
Tell members what is changing, and offer a paper option
Send a plain-language notice explaining how voting will work, that each voter's identity is verified, that the ballot stays secret, and how to request a paper ballot if they prefer one. Clear communication is what turns skeptics into participants.
Jump to the member letter - 4
Run a low-stakes pilot first
Before a contested board election, run a simple yes/no or feedback vote so members get comfortable with the process and you catch any roster issues early. A successful pilot is the fastest way to build trust.
- 5
Run your official election with verification and an audit trail
Upload your roster, choose email, SMS, or assisted government-ID verification, set the configured quorum, and open the browser ballot. vote.direct accepts one ballot per eligible credential and records a tamper-evident audit trail; the association still owns the legal procedure and final review.
Create your election - 6
Certify and retain the records
When voting closes, export the results certificate and the full audit log, and keep them for the period your state requires. That record is your protection if the election is later challenged.
Free templates
Copy any template below, fill in the bracketed details, and adapt it to your community. To save one as a PDF, select the text or use your browser's print command (Cmd/Ctrl + P).
These templates are general information, not legal advice. Electronic-voting and proxy rules vary by state and by your governing documents. Have your association's attorney review any resolution before you adopt it, and confirm your state's requirements in the state voting rules guide.
Board Resolution to Authorize Electronic Voting
RESOLUTION OF THE BOARD OF DIRECTORS OF [ASSOCIATION NAME] AUTHORIZING ELECTRONIC (ONLINE) VOTING WHEREAS, [Association Name] (the "Association") is governed by its recorded Declaration, Bylaws, and other governing documents; and WHEREAS, the Board of Directors (the "Board") has determined that conducting membership and election votes by secure electronic means will increase participation, reduce cost, and produce a verifiable record; and WHEREAS, applicable [State] law and the Association's governing documents permit electronic voting when properly authorized [insert your state citation, e.g., Cal. Civ. Code Section 5110(c); Fla. Stat. Section 718.128 / 720.317]; NOW, THEREFORE, BE IT RESOLVED THAT: 1. The Board authorizes the use of a secure electronic voting platform for [elections / measures / both], effective [date]. 2. Electronic ballots shall verify the identity of each eligible voter, preserve ballot secrecy where required by law, and produce an auditable record of every vote cast. 3. Any member may request and cast a paper ballot where required by law or the governing documents; paper and electronic ballots shall be tallied together. 4. Written notice of the electronic voting procedure shall be delivered to all members at least [14] days before voting opens, consistent with [State] notice requirements. 5. The [Secretary / Inspector of Elections] is directed to retain all voting records for the period required by law. ADOPTED this [day] of [month], [year]. _______________________________ _______________________________ President Secretary
Member Announcement Letter
Dear [Association Name] Member, At its [date] meeting, the Board approved moving our community elections to a secure online voting system. Here is what that means for you. WHY WE ARE DOING THIS Online voting makes it easier to participate, reaches quorum faster, lowers the cost of each election, and creates a clear, verifiable record of the results. HOW IT WORKS - You will receive a secure link by email [and/or text message] when voting opens. - You confirm your identity before your ballot counts, so only eligible members vote and each member votes once. - Your individual choices stay private; results are reported as totals only. IF YOU PREFER TO VOTE ON PAPER You can still vote by paper ballot. Contact [name/email/phone] by [date] to request one, and we will mail it to you with simple instructions. WHEN Voting opens [date] and closes [date]. Watch for your secure link, and reach out to [contact] with any questions. Thank you for helping our community make decisions together. [Board / Election Committee] [Association Name]
Printable Paper / Hybrid Ballot
[ASSOCIATION NAME] OFFICIAL BALLOT — [ELECTION NAME] Voting closes: [date/time] Member name: _______________________________ Unit / Lot: _______________________________ INSTRUCTIONS: Mark your choice(s) clearly. Do not sign the ballot itself; place it in the inner secret envelope, then the outer envelope with your name and unit on the back so your eligibility can be verified without revealing your vote. QUESTION 1: [Question text] [ ] Option A [ ] Option B [ ] Option C [ ] Abstain QUESTION 2 (if applicable): [Question text] [ ] Yes [ ] No [ ] Abstain Return by [date] to: [address / drop box] For help, contact [name/email/phone].
What members ask before switching
Is online voting secure, or can it be hacked?+
A verified online election is more defensible than a box of paper ballots counted by volunteers. Every voter is identity-verified before their vote counts, the ballot is recorded with a cryptographic audit trail that proves it was not altered, and anonymous mode keeps the ballot secret. You end up with a tamper-evident record instead of hand-counted paper that no one can re-verify.
What about members who do not use email or are less comfortable online?+
No one has to be excluded. Voters can verify by email or SMS, and you can mail physical paper ballots with a unique PIN to members who prefer paper. Those mailed ballots are entered through the same secure system and counted together with online votes, so a member who wants to vote on paper still can.
Is electronic voting legal for our HOA?+
It depends on your state and your governing documents, but many states explicitly allow it. California authorizes electronic HOA voting under AB 2159 (Civil Code §5110(c)), and Florida allows it under Statutes §718.128 and §720.317, with a board resolution and advance notice. Check your state's guide and confirm your CC&Rs before adopting it.
Do we have to stop using paper ballots?+
No. You can run a hybrid election where members vote online or by mailed paper ballot, and both are tallied together. Many associations keep a paper option during their first one or two electronic elections and phase it out as members get comfortable.
Do we need a board resolution before we start?+
In several states, yes, the board must formally authorize electronic voting before the first election. Even where it is not strictly required, a recorded resolution documents that the board followed proper process. A ready-to-edit resolution template is included on this page.
Ready to run your first online election?
Upload your roster, pick your verification level, and open voting in minutes. Every voter is verified, the ballot is secret, and you get a certified audit trail.