What is an HOA welcome letter?
An HOA welcome letter is sent to new homeowners after they close on a home in the community. It introduces the association and gives them the practical information they need in their first few weeks.
New owners who know how to pay dues, where to find the rules, and how to request approvals are far less likely to end up with late fees or violation letters. A friendly welcome also sets the tone for a good relationship with the board.
What to include
- A warm welcome on behalf of the board
- Assessment amount, due dates, and how to pay
- How to sign up for the resident portal
- Where to find the CC&Rs, bylaws, and rules
- How to request approval for exterior changes
- Amenities, trash pickup, and other day-to-day details
- Board meeting schedule and contact information
Template preview
Fill in the [highlighted] fieldsDear [New owner name(s)],
Welcome to [Community name]! On behalf of the Board of Directors, we’re glad you’ve joined our community. Here are a few things to help you get settled.
- Assessments: Dues are $[amount] per [month / quarter / year], due on [due date]. You can pay online at [portal link] or by check payable to [Association Name], mailed to [address].
- Resident portal: Sign up at [link] to view governing documents, pay dues, submit requests, and get community announcements.
- Governing documents: Your CC&Rs, bylaws, and rules are available [in the resident portal / enclosed]. Please take a look, especially the rules on [parking, trash, pets, exterior changes].
- Changes to your home: Exterior changes need approval from the Architectural Review Committee before work begins. Submit a request at [link or address].
- Amenities: [Pool hours, clubhouse reservations, gate or amenity access].
- Trash and recycling: Pickup is on [days]. [Bin storage rule].
- Board meetings: The Board meets [schedule] at [location or video link]. All owners are welcome.
Please send us your current email and phone number at [email] so you receive important community notices.
If you have any questions, contact us at [phone or email]. We look forward to meeting you!
Tips for using this template
New owners are setting up utilities and accounts. Reaching them early means dues get set up correctly from the start.
Call out the two or three rules new owners most often miss, like parking, trash bins, or exterior changes.
Make it easy for new owners to give you their email and phone so they get important notices.
Pair the letter with a copy of the governing documents or a link to them in the portal.
Frequently asked questions
When should an HOA send a welcome letter?
Ideally within a week or two of the new owner’s closing date, once the association receives notice of the sale.
What should be included in an HOA welcome packet?
Most packets include the welcome letter, governing documents or a link to them, the current budget, payment instructions, amenity rules, and board and manager contact information.
Should the welcome letter mention the rules?
Yes, briefly. Point owners to the full governing documents and highlight the few rules that come up most often, in a friendly tone.