What is an HOA project proposal?
An HOA project proposal is a short document that asks the board, or sometimes the owners, to approve a project or improvement, like new fencing, repaving, landscaping upgrades, or a new amenity.
A well-organized proposal gets decided faster. When the cost, funding source, and alternatives are laid out in advance, the board can vote at one meeting instead of tabling it for more information.
What to include
- A one-paragraph summary of the request
- The problem or opportunity it addresses
- The proposed solution and scope
- Vendor bids or cost estimates
- How it will be funded
- Timeline and impact on residents
- Alternatives considered and the action requested
Template preview
Fill in the [highlighted] fields[One or two sentences describing what you’re asking the Board to approve and why.]
[Describe the problem or opportunity, e.g., the perimeter fence is 22 years old and has failed in several sections.]
[Describe the scope of work, materials, and any options.]
- [Vendor 1]: $[amount]
- [Vendor 2]: $[amount]
- [Vendor 3]: $[amount]
- Recommended: [vendor], $[amount], because [reason]
- ☐ Operating budget
- ☐ Reserve fund
- ☐ Special assessment of $[amount] per unit
- ☐ Other: [describe]
Start [date] · Complete [date] · [Expected disruption, e.g., pool closed for two weeks]
- [Alternative and why it wasn’t recommended]
- Do nothing: [likely cost or impact of delaying]
The [submitter] requests that the Board [approve / recommend to owners] the project as described for an amount not to exceed $[amount].
- ☐ Vendor bids
- ☐ Photos or drawings
- ☐ Reserve study excerpt
- ☐ Approved
- ☐ Approved with changes
- ☐ Tabled
- ☐ Denied
Tips for using this template
Three bids for any large project protect the board and often lower the price.
Say whether it comes from operating funds, reserves, or a special assessment, and whether owner approval is needed.
Explain what happens if the project is delayed, like higher repair costs later.
Directors decide faster when they’ve read the proposal in advance.
Frequently asked questions
Who can submit a proposal to the HOA board?
Usually any owner, committee, or manager can. The board then decides whether to place it on a meeting agenda.
When does a project need an owner vote?
It depends on your governing documents. Large capital improvements or special assessments above a set amount often require owner approval.
How many bids should an HOA get?
Three is a common standard for significant projects, and some associations require it in their policies.