HOA Management: Know How and When to Use e-Mail

Using e-mail in HOA management can be an efficient way to communicate.  However, it can cause issues if not carefully managed.  I always recommend HOA Boards develop a clear e-mail policy for association business.  And, the first step in developing that policy is to fully understand your state’s regulations for using e-mail communications in a HOA.

I suggest your HOA starts with the following:

  • Review your state’s rules governing e-mail use by HOA Board of Directors.   For example, Arizona and Florida have no laws yet governing e-mail use in HOAs.  However, the states do have open meeting laws.  Therefore, e-mail should only be used for sharing and distributing information; never for voting situations or finalizing official business. 
  • Refrain from incorporating any personal opinions into HOA business e-mails.  Remember, any e-mails can become part of a court case.
  • No purchasing authorizations, regardless how small, should be made through e-mail.  For full transparency, all purchases must be approved at open meetings.

My main recommendation is to practice discipline when using e-mail on behalf of the HOA.  It’s easy to get carried away, so stay focused on the association’s guidelines and the business at hand.

Continue to read the Associated Asset Management Blog for information about HOA Management.