When it comes to community association elections, sending timely reminders isn’t just a courtesy, it’s a key part of running a fair and effective voting process with high turnout. Community managers and board members play a critical role in making sure homeowners are informed and engaged every step of the way.

Why Reminders Matter

Timely reminders help boost participation and build trust in the association’s governance. Even engaged homeowners can lose track of upcoming votes due to busy schedules and full inboxes. So a mid vote reminder nudges the voter to vote. For example, if your annual meeting is scheduled for June 30 and voting opens mid-June, sending a reminder around mid-June can prompt homeowners to submit their votes on time and help you meet quorum requirements.

A best practice is to time reminders to fall within the official notice window set by your state law or governing documents. Scheduling reminders one week before the deadline, and again the day before, gives members enough time to act while keeping the election top of mind.

Sending Effective Reminders

To make sure your reminders are effective and well-received, consider the following best practices:

• Use Multiple Channels: Reach members through email, websites, community apps, bulletin boards, and mailed postcards to suit different communication preferences.
• Concise Clear Voting Instructions: Less is more in order to minimize confusion and is especially important if using absentee ballots or online voting. If your meeting is in-person, include the address, directions, and or a map link. 
• Highlight Key Dates: Clearly state the voting deadlines or ballot return deadlines and meeting date.
• Send More Than One Reminder: One reminder is rarely enough. Aim for at least two or three reminders, such as a week before, a few days before, and the day before the voting deadline. Space them out for maximum impact (e.g., send an email on Monday, post a bulletin update on Wednesday).

The Power of a Well-Timed Reminder

HOA elections are more than administrative events, they’re moments of community decision-making. Thoughtful, well-timed reminders can make a significant difference in turnout and transparency.

By aligning your election reminders with your governing documents and applicable state laws, you help ensure a smooth, successful, and inclusive voting process for your entire community.

Preparation + Review = Success 

Because state laws often provide a general framework for homeowner association (HOA) elections, such as minimum and maximum notice periods, it’s equally important to review your association’s bylaws, covenants, conditions, and restrictions (CC&Rs) for the same. These documents may include more detailed procedures, including specific notice content, delivery methods, and voting instruction requirements for your reminders. As well, these documents may state specific timelines that need to be followed, which you will want to keep in mind when planning a schedule for your reminder notifications.

Once you have reviewed these items, you will have the tools you need to successfully schedule reminders for your organization in order to create the best level of success! 

Want some help succeeding? Have questions? Reach out to us in the bottom right corner, or email us at support@electionbuddy.com.