Directives, Fines, Courtesy Notices From Board

Started by JohnK40 • 4 replies • 608 views

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JohnK40 (West Virginia)
Posts: 59

Posted:

Seeking the procedure of HOA's.

Is correspondence for your Boards signed or just show the 'signature block' of the Board in general?

If 'unsigned', how is the sender known to the receiver if they have questions?

PestY
Posts: 128

Posted:

We use:

Board of Directors
{corporate seal}

for general correspondence to/from members

{signature}, president
xyz HOA, Inc.
{corporate seal}

for contracts / legal

{signature}, treasurer
xyz HOA, Inc.
{corporate seal}

for financial matters

MelissaP1 (Alabama)
Posts: 13,836

Posted:

Also I would always include a reference to the paragraph in the CC&R's, by-laws, ACC, or Articles of Incorporation they are violating. It's best practice that it doesn't come off as "opinion" but direct reference. The member may not have a copy of these documents for various reasons. So it allows to start the conversation.

I agree with PesY with the wording. It's important to have a corporate seal if at all possible to make things "official" including HOA notes.

Former HOA President

DouglasK1 (Florida)
Posts: 2,046

Posted:

Most of our correspondence is via email and comes from the [email protected]. Any mail to that account goes to all board members. The board can determine who any incoming messages are for.

Escaped former treasurer and director of a self managed association.

BarbaraT1 (Texas)
Posts: 821

Posted:

All correspondence comes from me, the association manager, "on behalf of the Board of Directors".

Contact information is noted within the letter itself.

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