HOA glossary
Every HOA term, in plain English.
CC&Rs, quorum, special assessment, estoppel — the words boards and residents actually run into, defined without legalese. Each term cross-links to the free tools and topic guides that use it.
24 terms · cross-linked to topic guides, board roles, free templates, and free tools
Governing documents
4 termsCC&Rs
The recorded covenants, conditions, and restrictions that govern an HOA — typically the same document as the Declaration.
Read definitionDeclaration
The recorded master document that creates the HOA, sets the dues framework, and binds every lot in the community.
Read definitionBylaws
The internal rulebook for how the HOA's nonprofit corporation operates — meetings, elections, officer roles, voting.
Read definitionRules and Regulations
Board-adopted day-to-day rules that fill in details the CC&Rs and Bylaws don't address.
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Board & governance
5 termsQuorum
The minimum number of directors or members who must be present (or represented by proxy) for a meeting to take valid action.
Read definitionFiduciary Duty
The legal obligation each director owes the association to act in good faith, with reasonable care, and in the association's best interest.
Read definitionExecutive Session
A portion of a board meeting closed to non-directors for discussion of legally sensitive topics.
Read definitionOpen Meeting
The principle (often a state statute) that HOA board meetings must be open to all owners, with limited exceptions.
Read definitionProxy
A written authorization that lets one owner vote on behalf of another at a member meeting.
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Financial
5 termsSpecial Assessment
A one-time charge billed to all owners on top of regular dues, typically for an unbudgeted expense or capital project.
Read definitionReserve Fund
A long-term savings account funded out of dues to pay for major future repairs and replacements.
Read definitionOperating Fund
The day-to-day account that pays the HOA's recurring expenses — landscaping, utilities, management fees, insurance.
Read definitionCapital Improvement
A long-life addition or upgrade to the community — adding a new amenity, replacing a major system, building a clubhouse.
Read definitionDelinquency
An owner's unpaid assessments past the due date, escalating through late fees, interest, and eventually collection action.
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Legal & property
5 termsLien
A recorded claim against an owner's property that secures unpaid assessments and can be foreclosed.
Read definitionEasement
A recorded right of one party to use another's property for a specific purpose — utilities, access, drainage.
Read definitionRestrictive Covenant
A recorded promise that limits how an owner may use their property — the building blocks of every HOA.
Read definitionEstoppel Letter
A document the HOA issues at a sale or refinance certifying the unit's account status and any unpaid amounts.
Read definitionResale Certificate
A package the HOA delivers to a buyer disclosing the governing documents, financials, and any pending issues.
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Members & process
5 termsDeclarant
The original developer who recorded the Declaration and who typically retains control of the HOA during build-out.
Read definitionMember
An owner of a lot or unit subject to the Declaration — automatically a member of the association by virtue of ownership.
Read definitionRatification
A formal action that confirms or approves a prior decision — used to validate budgets, executive-session actions, and emergency expenditures.
Read definitionRobert's Rules of Order
A widely adopted parliamentary procedure manual that many HOA Bylaws reference as the meeting protocol.
Read definitionAmendment
A formal change to a governing document — recorded for the Declaration, filed for the Bylaws.
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