Associations have a fiduciary responsibility to keep their members informed of any and all changes that significantly affect the organization, including issues related to elections. Email, snail mail, text messages, public presentations, and signage are a few ways information can be shared with membership. Many organizations also rely on election software for associations like ElectionBuddy to send updates and track delivery.
Bylaws often dictate what information associations need to share with members and how to track voter updates in associations. State and federal laws may also come into play, depending on the location and type of organization.
Carefully following these requirements and processes helps protect the board and the association by staying compliant with applicable laws, rules, and regulations. It also helps build trust between the board and the membership community it serves.
Failure to notify members of updates can have dire consequences. Not associating member changes with voter updates could result in cancellation of election results and board decisions, and prompt legal challenges.
Email is the most common means of communicating information about association elections because most people have an email address. Email is reliable and extremely cost-effective (especially when compared to traditional mail rates).
Text messages are also an efficient way to notify members of updates. Nearly everyone has a smartphone, and people tend to check texts more frequently than email. Messaging is also cost-effective and less likely to be flagged as spam.
If an association has members who shun technology, physical mail, in-person presentations, and notices posted in community spaces may be necessary. All of these notification methods can be managed easily in ElectionBuddy.
| Notification Method | How It Works | Key Tips | Best For |
| Send messages directly to member inboxes | Use clear subject lines, concise content, and track opens | Most members with email addresses | |
| Text Messages / SMS | Send short updates via mobile | Keep messages brief, include links to full info, schedule at optimal times | Members who check phones frequently |
| Physical Mail / Postcards | Traditional letters or postcards | Ensure accurate addresses, highlight urgent updates | Members without digital access |
| In-Person Presentations / Meetings | Share updates during events | Provide handouts or slides for clarity | Members who attend meetings or events |
| Signage / Bulletin Boards | Post key info in community areas | Keep messages visible and updated | Associations with high-traffic locations |
| Election Software Notifications | Automated updates through platforms like ElectionBuddy | Segment lists, track delivery, and follow up on undelivered notices | All members, scalable for large elections |
Associations have a duty to notify members of changes to the board's responsibilities, financial activities, and governing rules. Association bylaws, industry regulations, and state laws may also contain other requirements that associations should be aware of.
For an election, the board may need to communicate with members about:
It’s essential that notifications be clear and concise so everyone understands their meaning. Put the most important details at the beginning, and ensure the call to action and instructions are easy to understand. If they are buried in the message, they could be overlooked.
Consider your audience and vary your messaging. If you have a lot to communicate, break it up into smaller, more digestible pieces. Create a schedule and use different channels so the information is delivered in a logical sequence.
Timing is important, too. Most studies recommend sending emails on Tuesday, Wednesday, or Thursday. Mondays are often busy after a weekend, and many people check out early on Fridays. More emails also get opened in the morning than in the afternoon.
Use ElectionBuddy to send notifications and track how many people open their ballots, so you can improve how you communicate with membership.
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