Document review
- [ ] Confirm notice period in bylaws and state statute
- [ ] Confirm permitted delivery methods (mail, email, posting)
- [ ] Identify all business to be presented at the meeting
- [ ] Confirm whether proxy form must be included
Notice content
- [ ] Association legal name
- [ ] Meeting type (annual, special, reconvened)
- [ ] Date, start time, and time zone
- [ ] Physical address or virtual access instructions
- [ ] Agenda summary with elections and major votes listed
- [ ] Proxy deadline, submission address, and form
- [ ] Candidate names or nomination instructions if applicable
- [ ] Attachments referenced in notice (budget, amendment text, etc.)
Delivery
- [ ] Owner mailing list verified against records
- [ ] Email owners only where electronic consent exists
- [ ] Post in required common-area locations
- [ ] Log send date and method per owner
- [ ] Track returned mail or failed email delivery
Final review
- [ ] Two board or management reviewers approve notice package
- [ ] Notice date calculated backward from meeting date
- [ ] Copy retained in association records
See HOA Meeting Notice Requirements for detailed guidance.