Notices

Contents
  1. Dues courtesy letter — copy from here
  2. Draft it from the door's balance
  3. Keep the note with the door's record
  4. Short answers

The short answer: send the first note while the balance is small. Name the door, the amount, and the date, and make it easy to answer.

The template

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Dues courtesy letter

Short, early, and easy to answer. Most late dues are a missed envelope, not a fight.

Send it while the amount is small. A note in week one is a reminder; the same balance at month four is an accusation.

The letter Section 1 of 3
Association
Date
Door
The balance Section 2 of 3
Amount
For the period
What it coversAssessment, any named charge
Paying it, or questioning it Section 3 of 3
How to payThe channels your board accepts
If this looks wrongName and contact — we will check the ledger with you
Treasurer
Date

This is the first note about a balance, sent while the amount is small and the owner can still fix it with one payment. Short is not cold. Short, early, and easy to answer is the kindest version of this letter.

Send it sooner than feels polite. A small note in week one is a reminder. The same balance found at month four arrives as an accusation, and might carry charges by then. Early and boring wins.

Draft it from the door's balance

In Hoavik this note is drafted from the door's actual balance and waits for a person to approve it, by text, email, or letter when those channels are live. The door's history then shows what was sent, so the next treasurer does not start guessing.

  • The amount, the door, and the period it covers
  • How to pay, on the channels your board accepts
  • Who to call if the number looks wrong

Keep the note with the door's record

File the note against the door's balance, not in someone's sent mail. The next treasurer should see what was asked, when, and what came back.

If the owner pays part of it, record that the same day. A second note sent on a stale balance asks for money that already arrived.

General information, not legal advice. Your state and your governing documents differ.

Sources: CAI HOAresources, How to deal with HOA delinquency, read 28 October 2026 · When dues are late: a courtesy first, then a record