Board Election Notice
Board elections are heavily proceduralized in many states — notice periods, candidate windows, secret ballots, and inspectors of election are common requirements. A clean notice sets the whole process up to withstand scrutiny.
This template announces the election, the candidates, and how and by when to vote. Confirm your state's election rules before sending.
[ASSOCIATION NAME] NOTICE OF BOARD OF DIRECTORS ELECTION Date of notice: [DATE] To the members of [ASSOCIATION NAME]: An election will be held to fill [NUMBER] seat(s) on the Board of Directors. MEETING / COUNT DATE: [DATE] TIME: [TIME] PLACE: [LOCATION / VIRTUAL LINK] Candidates (in the order they will appear on the ballot): - [CANDIDATE NAME] - [CANDIDATE NAME] - [CANDIDATE NAME] How to vote: - Ballots are enclosed / available at [WHERE]. - Return your ballot by [DEADLINE DATE & TIME] to [RETURN METHOD]. - [If applicable: ballots are secret; an inspector of elections will tally them.] Questions about the election process may be directed to [BOARD CONTACT]. By order of the Board of Directors, [NAME], [TITLE]
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How to Use This Template Well
Follow Your State's Election Statute to the Letter
Elections are one of the most litigated HOA areas. Notice timing, secret ballots, and a neutral inspector of elections are required in many states — a shortcut here can void the result.
List Candidates Neutrally
Present every qualified candidate the same way, in a fair order. The board must not appear to favor anyone, or the election can be challenged.
Common Questions
Do HOA elections require secret ballots?
In many states, yes — especially for board elections — often with an independent inspector of elections. Check your state's common-interest community statute and your bylaws.
How is quorum handled for elections?
Your bylaws set the quorum for a valid election, and many allow proxies or reduced quorums on a second attempt. Confirm the specifics before the meeting to avoid having to redo it.
Templates are general examples, not legal advice. Your governing documents and state law control — when in doubt, ask your association's attorney.