Part of building trust within your community is ensuring that the lines of communication are open between the HOA board members and the homeowners. This can be as simple as sending meeting reminders, assessment notifications, ballots for voting, and even a monthly newsletter.
By staying in contact with members of the community, your HOA has a better chance of developing interest in its initiatives and showing that it’s in tune with what the homeowners need. With that said, the process of reaching everyone in the community can be a daunting task without knowing the right steps. Here, you’ll learn how to send mail to an entire HOA.
Step 1: Ensure You Have Updated Member Contact Information
With the goal of easily reaching your community in mind, the first step is to have an updated list of homeowner names and addresses on hand. If you don’t have a compiled list already, there are many ways to collect this information, including:
- Asking for it during an HOA meeting
- Mailing a Contact Information form to the community
- Creating a sign-up or attendance sheet
- Canvassing the community
You might also consider utilizing an HOA website. Not only can it serve as a hub for your community and streamline tedious tasks, such as dues collections, but it’s also a great place to communicate to homeowners. Some HOA website platforms provide the ability to enter community calendars and forums for easier communication.
Step 2: Create and Print
With a complete list of contact information for your community, you can then focus on creating and printing your communications. Common mailers sent to entire communities include:
- Meeting reminders and announcements
- HOA newsletters
- Assessments and fee statements
- HOA ballots and voting information
- HOA coupon books
Some mailings, like HOA newsletters, meeting reminders, and coupon books, are flexible with the design. Other mailing, such as assessments and HOA ballots, are generally legally-regulated — meaning they have to be mailed a specific way.
With that said, the creation of a mailer that will be sent to the entire HOA can be more complicated than it appears. Luckily, companies, like Page Per Page, can help to alleviate the stress. Page Per Page specializes in the design and printing needs of HOA and community associations. Their expert marketing professionals can meet your needs whether you are designing an HOA newsletter or in need of an official assessment notice.
Step 3: Send Mail to the Entire HOA
Once you’ve designed and created your mailing, your final step is to physically send it. Most HOA mailings are standard, however, others like ballots and assessment notices must follow complex guidelines to ensure homeowners receive the correct communications. Ballots, for example, must be mailed first class, at least 30 days before the voting deadline with voting instructions and return envelopes as required by bylaws.
To help you meet these HOA standards for different mailings, consider utilizing the services of Page Per Page. By designing and mailing HOA communications for you, they can ensure that all guidelines are followed and allow you to focus on other tasks.
Streamlining the Mailing Process with Page Per Page
Though simple in concept, sending mail to your entire HOA can often mean following arduous requirements set by your community’s Covenants, Conditions, and Restrictions (CC&R). Make it easier on yourself and the board by streamlining the process through Page Per Page.
Page Per Page’s expert team can handle ballots, HOA newsletters, HOA coupon books, reminders and more. Their quick turn around time and decades of experience can help you reach your community with mailings that impress readers, get attention, and meet requirements without taking your time.
