Signatures on letter from BOD to owner

I am new as the Secretary/Treasurer on the board of our HOA. I have written a letter to one of the owners requesting that she repair termite damage. She owns the property but rents it out. The President and Vice-president have reviewed the letter and completely approve of what I have written in this letter - in fact they rely on me to do the writing of everything.

What is the customary way to sign a letter from the board? Should we all sign the letter? The P and VP live in the complex and are available to sign the letter. Should I list the other two board members and have them sign it, or should I just list myself and sign it myself?

I imagine that it is a matter of style and business etiquette. I'm wondering what others do these days?

Tino,

I agree the president should be the one signing letters like this and the Treasurer should be the one signing letters about past due assessments. However irregardless of who signs the letter, if it is a board decision to send one a simple:

For the Board of Directors,

If it is from the Association but did not have discussion at the board level before being sent a simple:

For the Association,

would be appropriate.

Hope this helps,

Tim

Only the printed name of the signature and their title is typically appropriate for business communications. There is no need to list any other members of the Board.

I suspect that you have a mailing address in your format:

(centered on page as letterhead)
Name of HOA
Address
City State Zip

Then on the left in block style:

Name of Addressee
Address
City, State Zip

Date

Re: [issue]

(if certified add a Sent Via Certified mail [certified number] here)

Dear abc,

text

For the Board,

[Signature]
Printed name, Title

Hope this helps

Tim

Tino,

As the Sec you may draft and type letters for the BOD, but they should always be signed by the President. Under his signature it should say: "President, Happy Village Board of Directors"

As Treas you may sign past due letters being sent to delinquent h/o's. Under your signature it should say, "Treasurer, Happy Village Board of Directors".

Some assn have an Architectural Committee that is resp. for noticing violations, such as the one you mention. In that case the Chm of the committee may sign the violation letters. If the assn has a property manager that person may sign the violation letters if it is their resp. to notice violations.

When I was Treas of a small HOA I made up a letterhead that was used for all HOA correspondence. At the top was the name and address of the HOA and down the side the name, position and phone nr of all the directors/officers.

Daniel,

Frankly, I hate to get an unsigned letter. It makes me wonder who wrote it and why they were afraid to put their signature to it. I don't think it's proper for a business (HOA is a corp) to send an unsigned letter.

In my HOA (not-for-profit, Inc.) an unsigned letter either to or from the BOD is treated as anonymous and given to Mr. T. Can for disposal.

ps. T.Can = trash can