Can an HOA hold elections by mail or online?
Reviewed by the OurHOA team · Updated June 2026
Whether an HOA can run board elections by mailed ballot or online voting, how the secret-ballot rules apply to each, and what members should expect from each method.
The short answer
Yes - most HOA board elections are run by mailed written ballot, and a growing number of states now also allow secure online (electronic) voting. The key constraint isn't the delivery method; it's secrecy and integrity. Many states require director elections to be conducted by secret ballot, so whichever method an association uses - mail, in-person drop-off, or online - it has to be set up to keep each member's vote private and the count verifiable. Our broader guide on how HOA board members are elected covers the election process; this page focuses on the mail-versus-online choice.
How mailed (secret written) ballots work
The traditional method is the double-envelope secret ballot. You receive a ballot, mark it, seal it inside a plain inner envelope (no name on it), then place that inside an outer envelope you sign and return. At the meeting, an independent inspector of elections checks your name and eligibility on the outer envelope, then separates it from the unmarked inner envelope before opening it - so your identity is verified but your vote stays anonymous. California codifies this approach (Civil Code 5100 and following), and many states follow a similar model. The signed outer envelopes are retained as the record that the right members voted. Our guide on what an HOA inspector of elections does explains the neutral-custodian role that makes this credible.
When online voting is allowed
Electronic voting is increasingly authorized, but usually only on conditions. Florida expressly permits HOAs to conduct elections and other member votes through an online voting system if the board adopts a resolution authorizing it and each member consents, in writing, to vote electronically (Florida Statutes 720.317), with parallel rules for condominiums. California has likewise moved to permit electronic secret-ballot voting under its election statutes when the association adopts it, members can opt in or out, and the system preserves the secrecy of each individual ballot. The common threads everywhere: the association must affirmatively adopt online voting (it's not automatic), members generally must consent or be given a non-electronic alternative, and the platform has to keep individual votes secret while still confirming voter eligibility - the same secrecy-plus-verification balance the mail method achieves with envelopes. Our deeper guide on HOA electronic voting and virtual meetings covers the mechanics and consent rules.
The secret-ballot tension to watch for
The hardest part of any remote election is honoring secrecy while preventing fraud. A poorly designed online system that lets the manager see who voted for whom can violate a secret-ballot requirement just as surely as opening signed mail ballots in the open would. That's why statutes pair online voting with safeguards: authentication that confirms you're an eligible member, separation of your identity from your selections, and an auditable count. If your association rolls out online voting without those protections - or pressures members onto it without offering a paper alternative to those who didn't consent - that's a legitimate concern to raise. Where elections must be by secret ballot, the method has to deliver real secrecy, not just convenience.
What this means for you - and how OurHOA helps
As a member: watch for your ballot or your online-voting invitation and the deadline, confirm the association has your correct address of record or email, and return your vote so the community reaches quorum - low turnout, not the method, is what most often derails HOA elections. If you prefer paper and your community went online, ask whether you can still vote by mail; in consent-based states you usually can. For boards weighing the switch, online voting can lift turnout and cut counting errors, but only if it's properly authorized, consent is handled, and secrecy is built in - otherwise a contested result can be challenged. OurHOA helps small self-managed communities run organized elections and keep the ballots, consents, and records that show a vote was done correctly. For the exact rules on mail and electronic voting where you live, check your bylaws and your state HOA or nonprofit-corporation statute.
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These guides are general education for HOA boards and residents, not legal, tax, or financial advice. Rules vary by state and by your community's governing documents - check with a professional for your situation.