HOA Notice of Annual Meeting Template
Most governing documents and state statutes require advance written notice of the annual meeting. Fill in the date, location, and agenda, and send it within your required notice window.
Copy the text or save it as a PDF, then fill in the bracketed details.
[ASSOCIATION NAME] NOTICE OF ANNUAL MEETING OF MEMBERS Date: [date] Time: [time] Location: [physical address and/or online meeting link] To all members of [Association Name]: Notice is given that the Annual Meeting of the members will be held at the date, time, and place above, for the following purposes: AGENDA 1. Call to order and confirmation of quorum 2. Proof of notice of meeting 3. Approval of prior meeting minutes 4. Reports: President, Treasurer, committees, management 5. Election of [number] members of the Board of Directors 6. [Other business: budget ratification, bylaw amendment, etc.] 7. Member open forum 8. Adjournment QUORUM: A quorum of [percentage / number] of the membership is required to conduct business. If you cannot attend, please [vote online / return your ballot / submit a proxy] so the meeting can reach quorum. [Voting will be conducted electronically and/or by paper ballot; instructions are enclosed.] Dated: [date] By order of the Board of Directors [Name], Secretary
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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