HOA Online Voting Announcement Letter Template
Clear communication is what turns skeptics into participants. Send this announcement when you adopt online voting, and adapt the bracketed details to your community.
Copy the text or save it as a PDF, then fill in the bracketed details.
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]
This template is general information, not legal advice. Electronic-voting and proxy rules vary by state and by your governing documents. Have your association's attorney review it before use, and confirm your state's requirements in the state voting rules guide.
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