Two ways to handle absent voters, two very different trade-offs.

Proxy voting has been the standard for HOA elections for decades. Online voting is newer. Both answer the same question: how do you collect votes from owners who will not show up to the meeting? But they go about it in completely different ways.

This article breaks down what each option actually involves and where the real differences lie.

What proxy voting is

A proxy is a written authorization that lets one owner designate another person to vote on their behalf. The designated person (the proxy holder) attends the meeting and casts votes either as the owner instructed, or at their own discretion if the form allows it.

The reason proxies are everywhere is not that they work well — it is that governing documents often require them, state law permits them, and the same paper forms have been in use for years. They persist out of momentum more than anything.

The workflow looks like this:

  • The board or manager sends proxy forms to every eligible voter before the meeting.
  • An owner fills in the form, signs it, and returns it.
  • The proxy holder brings the form to the meeting or submits it by the deadline.
  • Votes are cast on behalf of the absent owner.

What online voting is

Online voting lets eligible owners cast ballots directly through a digital platform. There is no intermediary — the owner receives a link or access code, reviews the ballot, and submits their choices. They get confirmation when the vote is recorded.

For a walkthrough of the online process, see how online HOA voting works.

Turnout and participation

Proxy voting only works if owners actually return the forms. In practice, many do not. Owners forget, misplace the form, or feel uncomfortable handing their vote to a neighbor or board member.

Online voting cuts out several steps. An owner clicks a link, votes in under a minute, and is done. Associations that add online voting (or shift to a hybrid approach) often see participation climb from the low teens to 30% or higher.

Proxy votes can count toward quorum if the form is valid and returned on time. But reaching quorum through proxies alone usually means aggressive follow-up and a long collection window.

Online voting wins here for direct owner participation. Proxies still make sense when an owner genuinely wants someone else to vote for them.

Administrative burden

Running a proxy election means designing and printing forms, mailing or emailing them to every eligible voter, tracking returns, verifying signatures, and then counting everything at the meeting. Each returned proxy is a separate document that someone has to review, file, and reconcile.

Online voting moves most of that work up front. Once the voter list and ballot are set up, the platform handles invitations, prevents duplicate votes, and tallies results automatically. The administrator monitors turnout and sends reminders — no sorting through envelopes.

Online voting wins here for day-to-day administration.

Transparency and trust

Proxy voting raises a natural question: did the proxy holder vote the way the owner intended? General proxies (where the holder decides) are particularly opaque. Directed proxies (where the owner specifies their choices) are better, but only if the form is filled out correctly and the holder follows through.

Online voting gives each owner direct control. The ballot goes from the owner to the system without a middleman. A decent platform produces timestamped records showing exactly when each vote was submitted.

Neither format is automatically trustworthy. A proxy election with sloppy form handling is no better than an online election with weak authentication. The difference is that online platforms can enforce rules consistently, while proxy elections depend heavily on who is running them.

Legal considerations

Most states allow proxy voting for HOA member meetings, but the rules vary. Some states cap how long a proxy remains valid. Some require specific form language. Some limit who can hold a proxy — only another owner, for instance, not the manager.

Online voting has its own legal layer. Many states now permit electronic voting for HOA decisions, but conditions apply: board authorization, member notice, and sometimes prior written consent from each owner. State-specific summaries are available for Florida, Texas, California, and Ontario.

Before dropping proxies in favor of online-only voting, the board should confirm that governing documents and state law allow the change. This is not legal advice — talk to the association's attorney.

When proxy voting still makes sense

Proxies are worth keeping when:

  • Governing documents require them and the board is not ready to amend them.
  • Owners genuinely want to send a neighbor or spouse to vote on their behalf.
  • The election is small and informal enough that paper forms are manageable.
  • The community has a strong in-person meeting culture and proxies are a supplement, not the primary channel.

When online voting is the better fit

Online voting makes sense when:

  • Proxy return rates are consistently low.
  • The board struggles to reach quorum.
  • A large share of owners are absentee, snowbirds, or live out of state.
  • The manager spends significant time chasing down proxy forms.
  • The association wants an audit trail that does not depend on paper handling.

Can you use both?

Yes — and many associations do. A hybrid election might offer online ballots for owners who want to vote directly, paper or electronic proxy forms for owners who prefer to designate a representative, and in-person voting at the meeting for those who show up.

All valid ballots and proxies feed into the same tally. See online voting vs paper ballots for HOAs for a broader comparison of election formats.

The bottom line

Proxy voting and online voting are not mutually exclusive. Proxies handle absentee participation through a representative. Online voting handles it by letting owners vote directly. For most communities in 2026, the practical move is to keep proxies where documents require them, add online voting as the primary channel, and watch whether proxy usage drops as online adoption climbs.