Free HOA Template
HOA Dues Letter Template
Treasurers and boards sending routine dues reminders or announcing a special assessment.
What's included
- ✓Letter 1 — Payment Reminder / Past Due Notice, with balance, late fee, and a payment-options list
- ✓Letter 2 — Special Assessment Notice, with total amount, per-unit amount, and installment option
- ✓A hardship / payment-plan contact line in the reminder letter
- ✓A citation slot for the meeting/vote that authorized the special assessment
On-page preview
This is the full text of the template below. Download the Word (.docx) file above for a formatted, editable version.
Letter 1: Payment Reminder / Past Due Notice
[Date]
[Owner Name] [Property Address] [City, State ZIP]
Re: Past Due Assessment — [Property Address]
Dear [Owner Name],
Our records show that your regular assessment of $[amount], due on [due date], has not yet been received. As of the date of this letter, your account balance is $[total balance], which includes a late fee of $[late fee amount] applied on [date] in accordance with the Association’s collection policy.
If payment has already been sent, please disregard this notice. Otherwise, we ask that you bring your account current by [date, typically 10-15 days out] to avoid further late fees or additional collection action.
Payment options:
- Online through the resident portal at [portal URL]
- ACH bank transfer (see portal for setup instructions)
- Check payable to [Association Name], mailed to [payment address]
If you are experiencing a financial hardship, please contact us at [contact email/phone] to discuss a payment plan before the date above.
Thank you for your prompt attention to this matter.
Sincerely,
Treasurer, Board of Directors
Letter 2: Special Assessment Notice
[Date]
Dear Members of [Association Name],
At the [Board meeting / membership meeting] held on [date], the [Board of Directors / membership] approved a special assessment to fund [reason: e.g., roof replacement, roadway repaving, reserve shortfall]. This letter serves as official notice of that assessment as required by the Association’s governing documents.
Assessment details:
- Total project / special assessment amount: $[total amount]
- Amount per Lot: $[per-unit amount]
- Due date: [due date], or in [number] installments of $[amount] beginning [date]
- Basis for the assessment: [brief description, reference to governing document section authorizing it]
As with regular assessments, this special assessment may be paid online, by ACH, or by check using the same payment options as your regular dues. Please see the reminder letter above for details, or contact us at [contact email/phone] with questions.
We understand that a special assessment is a significant request and appreciate your support in maintaining and improving our community.
Sincerely,
Board of Directors
How to use this template
- 1For routine reminders: fill in the owner name, balance, due date, and late fee, and send once an account crosses your policy’s past-due threshold.
- 2List every payment option your Association actually offers (portal, ACH, check) — don’t advertise a method you can’t support.
- 3For a special assessment: reference the specific Board or membership vote that approved it, and cite the governing-document section authorizing special assessments.
- 4State the total amount, the per-unit amount, and whether installments are offered, with exact due dates for each.
- 5Send the special assessment notice by the method your governing documents require — many states treat this as a formal notice with its own delivery rules.
Want the full guide behind this template — what each section means and common mistakes to avoid?
Read: How to Collect HOA Dues: A Complete Guide for Board Members →More free HOA templates
Tired of managing your HOA from documents and spreadsheets?
HOA Simplify handles dues, accounting, documents, and communication in one platform built for volunteer boards.