HOA Special Assessment Notice Template

[HOA NAME]
NOTICE OF SPECIAL ASSESSMENT

[DATE]

To:    All members of [HOA NAME]
From:  Board of Directors
Re:    Special Assessment for [PURPOSE — e.g., "Roof Replacement,
       Building B"]

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NOTICE is hereby given that the Board of Directors of [HOA NAME] has
[adopted / proposed] a special assessment of $[TOTAL ASSESSMENT
AMOUNT] for the purpose described below.

PURPOSE

The Board has determined that the following work or expense is
necessary and that the Association's [operating fund / reserve fund]
balance is insufficient to absorb the cost without impairing other
budgeted obligations:

  [SPECIFIC DESCRIPTION OF THE PURPOSE — e.g., "Replacement of the
  roof systems on Building B, including underlayment, flashing,
  gutters, and tear-off, in accordance with the engineering report
  dated [DATE] attached as Exhibit A. The estimated total cost is
  $[AMOUNT], with $[AMOUNT] available from the reserve fund and
  $[AMOUNT] required from special assessment."]

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AMOUNT PER UNIT

The total special assessment of $[TOTAL AMOUNT] will be allocated
across [NUMBER] units in the community, in accordance with [CITED
SECTION] of the Declaration, as follows:

  Allocation method: [Equal share / Square-footage / Lot value /
                      Other formula per Declaration]

  Per-unit amount:   $[PER-UNIT DOLLAR AMOUNT]

  [If unequal allocation, attach Exhibit B showing the per-unit
  amount for every unit in the community.]

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PAYMENT TERMS

  Payment due:       [DUE DATE]
  Payment method:    [CHECK / ACH / OWNER PORTAL]
  Make payable to:   [PAYEE]
  Mail to:           [PAYMENT ADDRESS]

  [If instalments are permitted:]
  Owners may elect to pay in [N] equal monthly instalments of
  $[INSTALMENT AMOUNT] beginning [START DATE]. To elect instalments,
  return the enclosed instalment-election form by [ELECTION
  DEADLINE]. Without election, the full amount is due on the date
  above.

  Late charge / interest: Per [CITED SECTION] of the Declaration and
  applicable state law, accounts unpaid by [DUE DATE] may be subject
  to [LATE CHARGE / INTEREST RATE], and the Association may record a
  lien against the property and pursue collection in accordance with
  the Association's Collections Policy.

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PROCEDURAL BASIS

[Choose ONE — board-adopted OR member vote — based on the threshold
test in your Bylaws and state statute:]

  [BOARD-ADOPTED VERSION:]
  This special assessment was adopted by the Board of Directors at a
  meeting held on [BOARD ADOPTION DATE], by a vote of [N] in favour,
  [N] opposed, [N] abstaining. The assessment falls within the
  Board's independent authority under [CITED SECTION] of the Bylaws
  and [STATE STATUTE CITATION], which allows the Board to levy a
  special assessment of up to [STATUTORY OR BYLAW THRESHOLD] without
  a member vote. The minutes of the meeting at which the assessment
  was adopted are available on request.

  [MEMBER-VOTE VERSION:]
  This special assessment requires approval by [QUORUM AND VOTE
  THRESHOLD — e.g., "a majority of the votes cast at a meeting at
  which a quorum of [N]% of the membership is present"] under
  [CITED SECTION] of the Bylaws. A members' meeting is scheduled for:

    Date:     [VOTE DATE]
    Time:     [TIME]
    Location: [LOCATION]

  Proxy and ballot materials are enclosed. Returned ballots must be
  received no later than [BALLOT DEADLINE] to be counted.

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QUESTIONS

For substantive questions about the project or the Board's
deliberations, contact [HOA CONTACT] at [HOA EMAIL] before
[QUESTION DEADLINE].

For questions about your individual account, contact [BILLING
CONTACT] at [BILLING EMAIL].

By order of the Board,

[SECRETARY NAME]
Secretary, Board of Directors
[HOA NAME]

Date sent: [SEND DATE]
Sent by:   [Method — first-class mail / certified mail / email-
           with-consent / posted on the community portal — list
           every method used.]

Enclosures:  Exhibit A (engineering report or scope document)
             [Exhibit B (per-unit allocation, if unequal)]
             [Instalment election form, if applicable]
             [Proxy / ballot materials, if member-vote version]