A useful HOA proposal tells the board what management will do, what the board still decides, and how the work is priced. Send every prospective manager the same community information so the proposals can be compared fairly.
Prepare the community brief
Start with the association name, location, number of homes or units, community type, dues schedule, shared amenities, and current management arrangement. Explain the board’s top three priorities and decision timeline.
- Current budget and recent financial reports
- Major vendor contracts and renewal dates
- Open maintenance items and capital projects
- Meeting schedule and communication needs
- Record locations and known gaps
Compare responsibilities line by line
Identify which services are recurring, which require a separate authorization, and which remain board responsibilities. Ask who will serve as the board’s primary contact.
- Dues collection, bookkeeping, budget support, and reports
- Invoice approval and payment responsibilities
- Vendor bids, scheduling, and performance follow-up
- Homeowner requests, notices, and records
- Board meeting preparation and follow-through
- Common-area inspections and project coordination
Evaluate the full fee structure
Ask about recurring management charges, setup costs, meeting allowances, project coordination, additional mailings, resale-related services, and termination terms. Request examples of what would trigger an extra charge.
Compare proposals using the same assumptions about meeting frequency, community needs, and board expectations. Clarify missing scope before choosing based on price.
Agree on an orderly transition
Document the start date, transfer responsibilities, financial-record reconciliation, vendor contacts, and homeowner announcement. Confirm how urgent matters will be handled during the handoff.
Use the Clavis HOA quote form to share your community details and requested services. The board can then review the proposed scope against this checklist.