HOA Election Ballot
OFFICIAL BALLOT
[ASSOCIATION NAME]
BALLOT INFORMATION
| Details | |
|---|---|
| Election | [TYPE - e.g., Annual Election of Directors] |
| Meeting Date | [DATE] |
| Ballot Deadline | [DATE AND TIME] |
INSTRUCTIONS
PLEASE READ CAREFULLY BEFORE VOTING
-
Mark Your Selections: Fill in the checkbox (☐) completely next to your choice(s) for each item.
-
Do Not Sign This Ballot: To maintain ballot secrecy, do not write your name or any identifying information on this ballot.
-
Use the Envelope System:
- Place this ballot in the INNER ENVELOPE (unmarked/blank)
- Seal the inner envelope
- Place the sealed inner envelope in the OUTER ENVELOPE
- SIGN the outer envelope where indicated
- Unsigned outer envelopes will be rejected -
Return Your Ballot:
- By Mail: Mail to the address on the outer envelope
- In Person: Deliver to [LOCATION] during [HOURS]
- At Meeting: Bring sealed envelope to the meeting -
Deadline: Ballots must be received by [TIME] on [DATE]
IMPORTANT: Ballots received after the deadline will not be counted.
SECTION 1: ELECTION OF DIRECTORS
Vote for up to [NUMBER] candidates. Votes for more than [NUMBER] candidates will invalidate this section.
Terms: Each director will serve a [NUMBER]-year term.
Candidates
☐ [CANDIDATE NAME 1]
[BRIEF QUALIFICATION - e.g., "Homeowner since 2018, Finance Professional"]
☐ [CANDIDATE NAME 2]
[BRIEF QUALIFICATION]
☐ [CANDIDATE NAME 3]
[BRIEF QUALIFICATION]
☐ [CANDIDATE NAME 4]
[BRIEF QUALIFICATION]
☐ [CANDIDATE NAME 5]
[BRIEF QUALIFICATION]
☐ Write-In Candidate:
Name: ________________________________________________
☐ Write-In Candidate:
Name: ________________________________________________
SECTION 2: [OTHER MATTER REQUIRING VOTE - IF ANY]
[MATTER TITLE]
Description:
[FULL DESCRIPTION OF THE MATTER TO BE VOTED ON]
The Board of Directors recommends a vote [FOR / AGAINST] this measure.
☐ FOR - I approve [BRIEF DESCRIPTION]
☐ AGAINST - I do not approve [BRIEF DESCRIPTION]
☐ ABSTAIN
SECTION 3: [ADDITIONAL MATTER - IF ANY]
[MATTER TITLE]
Description:
[FULL DESCRIPTION]
☐ FOR
☐ AGAINST
☐ ABSTAIN
SECTION 4: [BUDGET RATIFICATION - IF REQUIRED]
Ratification of [YEAR] Annual Budget
Description:
The Board of Directors has adopted an annual budget for fiscal year [YEAR] totaling $[AMOUNT], resulting in an annual assessment of $[AMOUNT] per lot.
Shall the members ratify the [YEAR] annual budget as adopted by the Board?
☐ FOR - I ratify the budget
☐ AGAINST - I do not ratify the budget
☐ ABSTAIN
SECTION 5: [SPECIAL ASSESSMENT - IF APPLICABLE]
Special Assessment for [PURPOSE]
Description:
The Board proposes a special assessment of $[AMOUNT] per lot to fund [PROJECT/PURPOSE]. [ADDITIONAL DETAILS]
Shall the Association levy a special assessment of $[AMOUNT] per lot for [PURPOSE]?
☐ FOR - I approve the special assessment
☐ AGAINST - I do not approve the special assessment
☐ ABSTAIN
SECTION 6: [AMENDMENT TO GOVERNING DOCUMENTS - IF APPLICABLE]
Proposed Amendment to [CC&Rs / Bylaws / Rules]
Description:
It is proposed to amend [DOCUMENT], [ARTICLE/SECTION], as follows:
Current Language:
"[CURRENT TEXT]"
Proposed Language:
"[PROPOSED TEXT]"
Reason for Amendment:
[EXPLANATION]
Required for Approval: [MAJORITY / SUPERMAJORITY / X%] of the total membership
Shall the proposed amendment be approved?
☐ FOR - I approve the amendment
☐ AGAINST - I do not approve the amendment
☐ ABSTAIN
END OF BALLOT
Thank you for participating in your Association's election!
BALLOT RETURN INSTRUCTIONS
DO NOT SIGN THIS BALLOT
- Insert this ballot into the INNER ENVELOPE (the envelope with no markings)
- Seal the inner envelope
- Insert the sealed inner envelope into the OUTER ENVELOPE
- SIGN AND DATE the outer envelope where indicated
- Return by mail or in person
Return Address:
[ASSOCIATION NAME]
Attn: Inspector of Elections
[ADDRESS]
[CITY, STATE ZIP]
Ballot Deadline: [DATE AND TIME]
INNER ENVELOPE
[THIS SPACE INTENTIONALLY BLANK]
BALLOT ENCLOSED - DO NOT WRITE ON THIS ENVELOPE
OUTER ENVELOPE
VOTER CERTIFICATION AND SIGNATURE
Property Address: ________________________________________________
Lot/Unit Number: ________________________________________________
Owner Name(s): ________________________________________________
VOTER CERTIFICATION
By signing below, I certify that:
☐ I am the owner (or authorized representative of the owner) of the property identified above.
☐ I am entitled to vote in this election.
☐ I have personally marked the enclosed ballot.
☐ I have not voted and will not vote another ballot in this election.
☐ If co-owners exist, I am authorized to cast this vote on behalf of all co-owners, OR all co-owners have signed below.
SIGNATURE(S) REQUIRED
Owner Signature: ______________________________ Date: ______________
Print Name: ______________________________
Co-Owner Signature (if applicable): ______________________________ Date: ______________
Print Name: ______________________________
WARNING: Unsigned ballots will be rejected. Falsely signing someone else's ballot may constitute election fraud.
RETURN TO:
[ASSOCIATION NAME]
Attn: Inspector of Elections
[ADDRESS]
[CITY, STATE ZIP]
DEADLINE: [DATE AND TIME]
FOR INSPECTOR OF ELECTIONS USE ONLY
Outer Envelope Received: ☐ Yes Date/Time: ______________
Verified:
☐ Signature present
☐ Property address/lot number matches membership records
☐ Voter is a member in good standing
☐ No duplicate ballot from this property
Ballot Status:
☐ Accepted for counting
☐ Rejected - Reason: ______________________________
Verified By: ______________________________ Date: ______________
BALLOT COUNTING RECORD (FOR INSPECTOR USE)
Election Date: ______________
Time Counting Began: ______________
Inspector(s) Present:
________________________________________________
SECTION 1: DIRECTOR ELECTION
| Candidate | Votes |
|---|---|
| [CANDIDATE 1] | _____ |
| [CANDIDATE 2] | _____ |
| [CANDIDATE 3] | _____ |
| [CANDIDATE 4] | _____ |
| [CANDIDATE 5] | _____ |
| Write-in: ____________ | _____ |
| Write-in: ____________ | _____ |
| Invalid/Overvotes | _____ |
| Total Valid Ballots | _____ |
Elected:
1. ______________________________
2. ______________________________
3. ______________________________
SECTION 2: [OTHER MATTER]
| Option | Votes |
|---|---|
| FOR | _____ |
| AGAINST | _____ |
| ABSTAIN | _____ |
| Total | _____ |
Result: ☐ Passed ☐ Failed
BALLOT SUMMARY
| Category | Count |
|---|---|
| Total ballots received | _____ |
| Ballots accepted | _____ |
| Ballots rejected | _____ |
| - Unsigned | _____ |
| - Unverified voter | _____ |
| - Duplicate | _____ |
| - Late | _____ |
| - Other: ____________ | _____ |
CERTIFICATION BY INSPECTOR OF ELECTIONS
I certify that I have counted the ballots in accordance with the Association's election procedures and applicable law. The results reported above are accurate to the best of my knowledge.
Inspector Signature: ______________________________
Print Name: ______________________________
Date: ______________
Time Counting Completed: ______________
End of Document
About This Template
Real estate documents transfer ownership, define who can use a property, and record agreements between buyers, sellers, landlords, and tenants. Deeds, purchase agreements, leases, and easements have to be drafted to meet state recording requirements, and mistakes show up at closing or years later in title disputes. Good real estate paperwork moves transactions forward quickly and avoids the kind of problems that only surface when it is time to sell or refinance.
Important Notice
This template is provided for informational purposes. It is not legal advice. We recommend having an attorney review any legal document before signing, especially for high-value or complex matters.
Last updated: February 2026