Special Assessment Announcement
No letter gets read more carefully than the one asking for extra money. A good special assessment letter leads with the why, shows the math, and explains the vote that authorized it.
Special assessments are also where boards get challenged hardest — so the announcement's job is to answer the objections before they're raised: why this, why now, how much, and by what authority. Get that right and most homeowners pay without a fight.
[DATE] Dear [COMMUNITY NAME] homeowners, At the [DATE] [board meeting / special meeting of the members], a special assessment was approved to fund [PROJECT — e.g., replacement of the community's 30-year-old roof]. This letter explains what it covers, what it costs, and when it's due. WHY: [2–3 SENTENCES — the problem, why now, what happens if deferred. E.g., Three bids confirmed the roof has reached end of life; patching now costs more per year than replacement financing.] THE MATH: The project total is [TOTAL]. After applying [RESERVES AMOUNT] from reserves, the remaining [BALANCE] is divided equally among [N] homes: [AMOUNT PER HOME] per home. WHEN: Payment is due [DATE], or in [N] installments of [AMOUNT] on [SCHEDULE]. Payment instructions: [INSTRUCTIONS]. AUTHORITY: The assessment was approved under [RULE REFERENCE / VOTE RESULT — e.g., CC&R §9.3, by a vote of 87–12 of members present]. Questions are welcome at [BOARD CONTACT], and the full bid packet and meeting minutes are available at [WHERE]. Thank you — investments like this are how the community protects every home's value. On behalf of the board, [NAME] [TITLE], [ASSOCIATION NAME]
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How to Use This Template Well
Show the Arithmetic
Total, minus reserves, divided by homes. When homeowners can recompute the number themselves, suspicion drops to near zero.
Point to the Paper Trail
Link or reference the bids, the vote, and the minutes. Transparency in the announcement prevents the records requests and challenge letters later.
Common Questions
Does a special assessment require a homeowner vote?
It depends on your governing documents and state law — many CC&Rs let the board levy up to a threshold, with member votes required above it. Verify the authority and cite it in the letter.
How is a special assessment different from raising dues?
Regular dues cover the ongoing budget; a special assessment is a one-time charge for a specific, usually large expense (a roof, a road, an insurance shortfall). Because it's one-time and tied to a project, homeowners expect a clear scope and end date — say exactly what it funds and when it stops.
Can homeowners pay a special assessment in installments?
Often yes, and offering an installment plan reduces hardship complaints and non-payment. State the lump-sum due date and an installment schedule side by side, and note any interest or fees for the longer option so it's transparent.
Templates are general examples, not legal advice. Your governing documents and state law control — when in doubt, ask your association's attorney.