Elections & voting

HOA Proxy Form Template

A proxy form is how members who can't attend the annual meeting still count toward quorum and the vote. Done right, it's straightforward; done wrong, it disenfranchises the absent member or invalidates the meeting.

When to use

Use whenever the Bylaws permit voting by proxy — almost always for the annual meeting and for special meetings called for an owner-vote (Bylaws amendments, Declaration amendments, special assessments).

How to use this template

1
Confirm your state allows proxies for the matter at hand. California and a few other states restrict or ban proxy voting for director elections specifically.
2
Decide whether to issue a 'general' proxy (votes on every matter) or a 'directed' proxy (votes specified by the giver). Many states require directed proxies for sensitive items.
3
Make the revocation language clear — most state statutes provide that a member who attends the meeting in person automatically revokes any proxy they've given.
4
Have the holder return the form by your stated deadline so the secretary can verify member-of-record status before the meeting.

The template

[HOA NAME]
MEMBER PROXY — ANNUAL MEETING [YEAR]

I, [GIVER NAME], the owner of record of the property located at
[PROPERTY ADDRESS], being a member in good standing of [HOA NAME], hereby
appoint [HOLDER NAME] (or, if [HOLDER NAME] is unavailable, [ALTERNATE
HOLDER NAME]) as my proxy to attend, vote, and act on my behalf at the
[YEAR] Annual Meeting of Members of [HOA NAME], to be held on [MEETING
DATE], and at any adjournment thereof.

This proxy is [GENERAL — authorises votes on every matter properly before
the meeting] / [DIRECTED — limited to the matters and votes specified
below].

Directed votes (if applicable):

   Election of directors: [VOTE FOR / NOT VOTE]
     [if "VOTE FOR", list candidates: ___________________]

   [SPECIFIC ITEM 1, e.g., "Ratification of special assessment of $X"]:
     [ ] FOR    [ ] AGAINST    [ ] ABSTAIN

   [SPECIFIC ITEM 2]:
     [ ] FOR    [ ] AGAINST    [ ] ABSTAIN

This proxy is revocable at any time before the proxy is voted, and is
automatically revoked if I attend the meeting in person.

This proxy expires at the conclusion of the [YEAR] Annual Meeting.

Signed:  ___________________________________   Date: ______________
         [GIVER SIGNATURE]

Print name:  _______________________________
Property:    _______________________________

────────────────────────────────────────────────────────

To be valid, this proxy must be received at [HOA EMAIL / ADDRESS] no
later than [DEADLINE], or presented at registration before the meeting
begins.

[HOA NAME] · [SECRETARY EMAIL]

Review with counsel before sending. Several states regulate proxy voting tightly — California (Davis-Stirling) prohibits proxies in director elections, Florida 720 has its own rules. Use of proxies in these states may invalidate the vote.

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