HOA election method legality depends on state law where the HOA resides. It may also vary according to the HOA’s bylaws in their articles of incorporation.
The methods are typically in-person, mail-in ballot, vote by proxy, and online elections. An HOA may use one or all of these methods. HOA voting software from companies like ElectionBuddy can vastly simplify the process for organizations and members alike.
| Election Method | How It Works | Key Legal Safeguard |
| In-Person Voting | Members cast paper ballots at a physical meeting | Must ensure ballot secrecy and verify voter eligibility |
| Mail-In Voting | Members send ballots via mail, often using a double-envelope system | Protects anonymity and prevents duplicate voting |
| Proxy Voting | A member designates another member to vote on their behalf | Must follow state law and HOA bylaws on proxy limits |
| Online Voting | Members cast votes securely through a digital platform | Requires secure authentication and audit trails for compliance |
HOA voting requirements are slightly different for each organization. As long as they are conducted in accordance with state and federal law, they are valid. Here are the details of each method:
This is the classic way to hold elections where voters must show up at the polls and vote via secret ballot. Some HOAs may assign a single day for in-person voting, while most will provide a period of a few days for members to come to the poll location and cast their vote.
In mail-in voting, voters are sent election notifications, details of who and what will be voted on, and secret ballots, typically in a double envelope to protect the voters’ anonymity. The ballots must be received or postmarked by the election deadline.
Proxy voting may be administered using any of the methods mentioned here. The difference is that rather than a member voting, they choose a person to vote on their behalf.
This is for situations where the voter is unable to vote. Proxy voting forms usually require the original member’s signature denoting who will be the chosen proxy, and this form must be presented to the HOA.
By far the simplest method, online voting allows HOAs to conduct elections entirely electronically. Election notices and login credentials are sent to each member via email. The member then logs into a secure platform where they can read election materials and make their choices. Each voter is then provided with a digital receipt to verify their choices.
Voter security and verification are the most important safeguards that must be implemented by HOAs and organizations of all types when conducting elections. Here are the methods used to ensure each vote is valid:
Voters are usually listed in the member rolls for each HOA. The HOA sends out ballots and requires either digital or physical signatures depending on the type of ballot. Only authorized members in good standing may vote.
Even if votes are held exclusively in person, the HOA must make every effort to ensure that no voter is left out. Members with legitimate reasons for not being able to vote must have an alternative method made available to them.
Anonymity is extremely important in elections. This is why some organizations with mail-in ballots require double envelopes so that the ballot envelope displays no identifying information. Online voting verifies the voter at login and then removes any identifiers before the ballot is submitted.
Election results should be transparent and provided to all members in a timely manner. If any disputes arise, the HOA must take each one seriously and investigate appropriately. Online ballots are far easier to examine post election and root out discrepancies or invalid ballots.
ElectionBuddy has a user-friendly platform that makes it easy for HOAs to set up elections and for members to vote from anywhere. We also achieve security by using the same encryption software found in major financial institutions.
Our digital paper trails help guarantee that voters stay anonymous while making it easy to spot errors or ballots cast in bad faith. Audits can also be conducted quickly and accurately to boost member confidence!
© 2011-2025 ElectionBuddy, Inc. All Rights Reserved
