How to Run an HOA Election (Step-by-Step Guide)

Your governing documents specify how far in advance members must be notified of an election. Typically this is 10 to 30 days before the vote.

The notice should include the date and time of the meeting or voting period, what positions or measures are on the ballot, and instructions for how to vote. If using electronic voting, include the process for accessing the online ballot.

Open a nominations period as specified in your bylaws. Allow self-nominations and member-submitted nominations. Verify that all nominees meet eligibility requirements outlined in your governing documents.

Document all nominations received, including date and method of submission, for your election records.

Prepare ballots that clearly list all candidates or measures. Each eligible voter should receive exactly one ballot. For electronic voting, this means sending a unique, authenticated voting link to each member.

If your association permits proxy voting, establish a clear process for collecting and validating proxy forms before the election.

Before results can be certified, you must confirm that quorum was reached. Quorum is the minimum number of voters (or proxy holders) who must participate for the election to be valid.

Check your governing documents for the required quorum percentage. Typically this ranges from 20% to 51% of eligible voters.

Once voting closes and quorum is confirmed, tabulate votes and prepare a certified results document. Include total votes cast, votes per candidate or measure, and quorum confirmation.

Distribute results to all members and retain complete election records as required by your governing documents and applicable law.