HOA Compliance Checklist
Complete checklist to ensure your homeowners association stays compliant with state and federal regulations.
Important Disclaimer:
This checklist provides general guidance. Always consult with an attorney licensed in your state for specific legal advice. Compliance requirements vary significantly by state and jurisdiction.
Annual Compliance Requirements
Corporate Compliance
Financial & Tax Compliance
Insurance Requirements
Federal Law Compliance
Fair Housing Act (FHA)
HOAs must comply with federal fair housing laws prohibiting discrimination:
- Cannot discriminate based on race, color, national origin, religion, sex, familial status, or disability
- Must make reasonable accommodations for disabled residents (e.g., service animals, ramp installation)
- Rules must be applied consistently to all homeowners
- Cannot restrict families with children (unless qualifying senior community)
Americans with Disabilities Act (ADA)
If your HOA has facilities open to the public or employs staff:
- Common areas must be accessible (parking, entrances, restrooms)
- Must provide reasonable modifications for disabled residents
- Cannot charge extra fees for accessibility modifications
Telecommunications Act
State-Specific Requirements
Each state has unique HOA regulations. Common state requirements include:
Disclosure Requirements
- ✓ Financial statements to prospective buyers
- ✓ Governing documents (CC&Rs, bylaws, rules)
- ✓ Pending special assessments
- ✓ Reserve fund status
- ✓ Delinquency information
Notice Requirements
- ✓ Meeting notices (typically 10-30 days advance notice)
- ✓ Special assessment notices
- ✓ Rule changes
- ✓ Fine/violation notices
- ✓ Board election notices
Record Keeping
- ✓ Meeting minutes (retain permanently)
- ✓ Financial records (minimum 7 years)
- ✓ Governing documents (retain permanently)
- ✓ Contracts and invoices (7 years minimum)
- ✓ Correspondence (3-7 years depending on state)
Election & Voting Compliance
Document Management Compliance
Proper document management is essential for compliance:
- Maintain organized, accessible records
- Respond to homeowner record requests within statutory timeframe (typically 10-30 days)
- Implement version control for governing documents
- Store records securely (physical or digital)
- Backup all critical documents
- Comply with state laws on electronic records
Common Compliance Violations to Avoid
Selective Enforcement
Enforcing rules against some homeowners but not others opens the door to discrimination claims. Apply all rules consistently.
Inadequate Insurance
Underinsuring exposes the HOA and individual homeowners to significant liability. Review coverage annually with an insurance professional.
Missing Notice Deadlines
Failing to provide proper notice for meetings, assessments, or rule changes can invalidate board actions. Create a compliance calendar with all deadlines.
Poor Record Keeping
Incomplete minutes, missing financial records, or disorganized documents create liability and hinder operations. Implement systematic record management.
Compliance Calendar Template
Create a recurring calendar with these key dates:
- 📅 January: Reserve study review, insurance policy renewals
- 📅 March: Tax return deadline (if calendar year), annual financial audit
- 📅 Quarterly: Financial statement preparation and distribution
- 📅 30 days before annual meeting: Send meeting notice
- 📅 60 days before budget year: Prepare and approve annual budget
- 📅 State-specific: Annual report filing deadline
Automate Your HOA Compliance
BoardSphere tracks compliance deadlines automatically, maintains organized records, and generates required reports - keeping your HOA compliant without the manual work.