Elections & voting
HOA Election Ballot Template
A clean ballot is the second-most-litigated piece of HOA paperwork after the violation notice. The standard most boards aim for: a ballot a third party could match against the member roll without seeing how anyone voted.
When to use
Use for director elections at the annual meeting, and for any owner vote your Bylaws or state statute requires by ballot (e.g., special assessment ratification in some states).
How to use this template
- 1
Confirm whether your state requires a double-envelope secret ballot. California, Florida, and several others do for director elections.
- 2
Pre-print the candidate names alphabetically, with a write-in line if the Bylaws permit write-ins.
- 3
Number the ballots if your Bylaws require traceability — many statutes prohibit traceable ballots in director elections; check before numbering.
- 4
Designate a neutral inspector of election (often the manager or a bonded third party) to open and tally ballots.
The template
[HOA NAME]
ANNUAL MEETING [YEAR] — OFFICIAL BALLOT
═══════════════════════════════════════════════════════════
For the election of [N] directors of [HOA NAME], to serve
[TERM LENGTH]-year terms.
Vote for no more than [N] candidates by marking [X] in the
box to the left of the candidate's name. Ballots marked for
more than [N] candidates will be invalidated.
═══════════════════════════════════════════════════════════
[ ] [CANDIDATE NAME 1]
[ ] [CANDIDATE NAME 2]
[ ] [CANDIDATE NAME 3]
[ ] [CANDIDATE NAME 4]
[ ] Write-in: ___________________________________
(if write-ins permitted by Bylaws)
═══════════════════════════════════════════════════════════
ADDITIONAL ITEMS (if any)
Item A: [ITEM DESCRIPTION — e.g., "Ratification of $X
special assessment for [PROJECT]"]
[ ] FOR [ ] AGAINST [ ] ABSTAIN
Item B: [ITEM DESCRIPTION]
[ ] FOR [ ] AGAINST [ ] ABSTAIN
═══════════════════════════════════════════════════════════
INSTRUCTIONS FOR SECRET-BALLOT RETURN
(use only if your Bylaws / state require double envelopes)
1. Place this completed ballot in the inner BALLOT envelope.
Do not write your name on this envelope.
2. Place the BALLOT envelope inside the outer RETURN
envelope.
3. Sign and print your name and property address on the
RETURN envelope. The inspector of election will verify
you are a member in good standing, then separate the
inner ballot envelope (which is opened anonymously) from
the outer return envelope.
4. Return by [DEADLINE] to:
[INSPECTOR / HOA ADDRESS]
or hand-deliver at registration before [MEETING DATE].
═══════════════════════════════════════════════════════════
For questions: [SECRETARY EMAIL] · [HOA PHONE]
Review with counsel before issuing. Several states have detailed statutes on HOA election ballots — secret-ballot requirements, neutral inspectors, opening procedures, and challenge windows are commonly statutory. A non-compliant ballot can invalidate the entire election.
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