How to Create An HOA Welcome Packet

HOA welcome packets are a prime opportunity to introduce your association to new homeowners. They allow you to showcase the amenities and perks of living in your community, while creating a positive experience for new residents. Welcome kits also ensure that residents have immediate access to the rules and regulations of the HOA, minimizing the incidence of future disputes.

We’ve outlined the best practices and gathered a number of helpful welcome packet ideas for HOAs that want to assemble a winning welcome kit:

Write an HOA Welcome Letter

A thoughtful welcome letter creates a warm, inviting experience for new members of the community. When writing your letter, think of it as a more personal executive summary of the community and the association. A few notes to consider when composing a welcome letter include:

  1. Congratulate them on joining the community – Touch on a few of the reasons you love living here, and why they will too.
  2. Warmly introduce yourself and fellow board members – Explain who you are and the functions of your roles.
  3. Highlight the packet content – Briefly outline the forms and information included in the packet.
  4. Avoid discussing dues – Information on dues can and should be included in the packet, but avoid discussing them at length in the welcome letter. The purpose of the letter, at least in part, is to make the new homeowner feel embraced by their community. 
  5. Offer your best wishes – End the HOA welcome letter by offering to help with any questions or concerns they may have in the future, and hand sign it.

Add Community Contact Information

After the welcome letter, one of the first documents to include should be useful community contact information. This will likely be a sheet they keep on the fridge and refer back to often. A great way to make it easier for homeowners to review is to break it down into sections. 

  • Board members – List each board member’s name, title, email and phone number.
  • Security – If your community is gated or has neighborhood watch services, provide the contact information of the gate house and/or security manager. 
  • Management company – If your HOA employs a management company, include their contact information so the homeowner can reach them directly if needed.

One of the most important things to explain is who to get in touch with for different issues. For example; if the homeowner would like to install a pool, fence, new garage or driveway, the list should provide information on who they would need to contact for permission. 

Include Governing Documents and Important Forms

Once you’ve welcomed the homeowner and provided helpful contacts, you can turn to more specific documents and forms. It’s likely your homeowners have already received copies of CC&R rules and regulations during purchase, but it helps to provide another for clarity and cooperation. 

With that said, you may want to highlight specific areas of the CC&R’s and attach the necessary forms to make their lives easier. Some documents to cover include: 

  • Fence/pool/garage/driveway installation – Rules vary depending on the community, so it’s important to detail the guidelines homeowners must adhere to as well as the forms needed for the approval process
  • Leash rules for pets This establishes a precedent from the beginning and helps ensure the security of pets
  • Provisions on parking and trash removal – If there are any specific rules about off-street parking or trash removal, it should be included to help orient your new homeowners and curtail disputes
  • HOA dues and how to pay them Discuss the dues associated with the HOA and instruct them on how to remit payments. Include information on your online payment portal, if applicable.
  • Maps of the community – This may be important for homeowners who want to know the bounds of the property managed by the HOA.

You may also want to consider uploading important documents to your HOA website to be easily accessible then provide a link in the HOA welcome kit.

Make the Community Accessible

In addition to preparing new community members for HOA participation, your welcome kit should also open up the community to the homeowner. That means providing access to a clubhouse, basketball court and pool if applicable. You can use the welcome kit to:

  • List amenities and access codes or requirements
  • Include contact information for questions and reservations 
  • Describe provisions/rules around guest access
  • Detail hours of operation and important notes about different amenities

Make Your HOA Welcome Packet Memorable

As you orient the homeowner with documents, information and a well-crafted letter, consider including a small gift. The move-in process is almost always stressful, so give them something that will make it easier, such as:

  • A list of local restaurants who deliver to the neighborhood and a gift card for dinner
  • A bouquet of flowers
  • A gift basket with snacks, candles and wine
  • A gift card to a home improvement store

Get Started on the Right Foot with Page Per Page

The presentation of your welcome kit is every bit as important as its contents. You want your packet to be polished and promptly delivered. Page Per Page is an excellent resource for HOAs that want to produce professionally designed, impactful welcome packets that make it into the hands of every new resident. 

Page Per Page is a print, mail and technology solutions company that specializes in the community association industry. Their expertise in HOA marketing materials makes them the perfect partner for creating an HOA welcome kit. From design to printing and mailing, their team has the ability to streamline the entire process, easing the responsibility of the board. 
With Page Per Page, you can make a positive impression on homeowners with a welcome kit that gets them excited about their new community.

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