HOA Meeting Minutes Template (Printable)

A meeting notice and the minutes are the two documents that prove an HOA board acted properly. Below are fill-in forms for each, and both print: use the print button above, which prints only the two forms, one per page. They are templates, not legal advice: notice periods, delivery methods and quorum rules come from your state statute and your governing documents, and they differ. Have your attorney review them.

Meeting notice: what to include

MEETING NOTICE
[ASSOCIATION NAME]
NOTICE OF [ANNUAL / SPECIAL] MEETING OF [MEMBERS / THE BOARD]

Date: [month day, year]
Time: [__:__ a.m./p.m.]
Place: [address and room]
Video: [link]   Dial-in: [phone number]   (if meeting is held by video)

Called by: [president / board / ____% of members], pursuant to
[section of bylaws]

AGENDA
1. Call to order and confirmation of quorum
2. Approval of minutes of [date] meeting
3. [Treasurer's report / proposed budget for fiscal year ____]
4. [Election of directors, if annual meeting]
5. [Special item: describe exactly, e.g. proposed special assessment
   of $____ for ____]
6. Owner comments
7. Adjournment

PROXY / BALLOT: [instructions, deadline and where to return, if your
documents allow them]

Notice sent on [date] by [mail / hand delivery / email / posting at
____], by [name and title].

Four fields get missed most often:

• The authority to call the meeting. A special meeting called by someone who does not have that power can be challenged.
• A specific agenda. If a vote on a special assessment or a rule change is planned, name it. A vague "other business" line is a weak basis for a major decision.
• How and when the notice was sent. Record it. Florida condominiums, for example, require an affidavit or a certificate of mailing to be kept with the records.
• The conditions for remote attendance. If members can join by video, say so and give the details in the notice.

A worked example: Florida condominiums

To show how much the specifics matter, here is what Florida's condominium statute (§ 718.112(2)) says. It applies to Florida condominiums only; do not assume it for an HOA or another state.

• Annual meeting of unit owners: Written notice with an agenda, mailed, hand delivered or sent electronically at least 14 days before, and posted on the property for at least 14 continuous days.
• Board meeting: Posted conspicuously on the property at least 48 continuous hours before, with every agenda item identified, except in an emergency.
• Meeting on a non-emergency special assessment or a change to rules on unit use: Notice at least 14 days before, mailed, delivered or electronically sent and posted, with an affidavit of compliance in the association's records.

If a Florida condominium board meeting is held by video conference, the notice must say so and give a hyperlink, a conference telephone number and the address of a physical location, and the meeting must be recorded and kept as an official record. Florida condominium board members may use email to communicate but may not vote by email.

For Florida HOAs, Texas, California, Arizona and everywhere else, look up your own statute and bylaws.

Minutes: a structure that holds up

MEETING MINUTES
[ASSOCIATION NAME]
MINUTES OF THE [ANNUAL / SPECIAL / REGULAR BOARD] MEETING
[Date], [place or video platform]

1. CALL TO ORDER
   Called to order at [time] by [name, title].

2. ATTENDANCE AND QUORUM
   Directors present: [names]. Directors absent: [names].
   Others present: [manager, attorney, number of owners].
   Quorum [was / was not] established ([n] of [n]).

3. NOTICE
   Notice was [sent on date by method / waived by ____].

4. APPROVAL OF PRIOR MINUTES
   Motion by [name], second by [name]. Result: [for/against/abstain].

5. REPORTS
   Treasurer: [one-line summary, report attached].
   Manager: [one-line summary].

6. ACTION ITEMS
   6.1 [Matter]. Motion by [name], second by [name].
       Discussion: [one line]. Vote: [__ for, __ against, __ abstain].
       Result: [passed / failed]. Action: [who does what by when].

7. OWNER COMMENTS
   [Brief summary, no names unless needed.]

8. ADJOURNMENT
   Adjourned at [time].

Recorded by: ____________  Approved on: ____________
Signed: ____________ (Secretary)

Good minutes record decisions, not debate: who made each motion, how the vote came out, and who is responsible for the follow-up. Do not record unverified accusations or personal remarks. Keep signed minutes with the other official records. See HOA board member duties for who owns that task.

How to do it in Unitify

• Reminders and announcements. The management company can publish meeting announcements to residents in the resident app, by email and on the building website. This supports your official notice; it does not replace it unless your state and documents allow notice by electronic means.
• Voting and surveys. Use resident voting to run a vote or a survey on an agenda item and see participation as it arrives. The tool records votes. Whether the vote is valid for a meeting depends on your state and governing documents, and electronic signature is available only where it is supported.
• Records. Notices and results stay in one place instead of in someone's inbox.

Plans are priced per apartment per month, with a free plan: Free is $0, Base is $1 and Pro is $3. Billing is an add-on at $0.5 per invoice, free on Pro (see the pricing page). See the United States page or book a demo to see how it works for a community association.