What is an HOA collection policy and can I get a copy?
By OurHOA · General information · Revised
A collection policy explains the association’s procedures for unpaid assessments. Request the current version and compare its steps, charges, and notices with the law and governing documents.
What the policy should explain
A useful collection policy identifies due dates, delinquency rules, authorized charges, payment methods and allocation, notices, payment-plan requests, and possible referral for collection or legal action. It should identify who handles questions and where official communications go. The policy describes a process; it does not itself establish unlimited authority to charge fees, record liens, or foreclose.
Why the sequence is not identical everywhere
Different jurisdictions, association types, documents, and account circumstances can require different steps. An association may also need a separate board decision, statutory notice, or agreement before taking an action listed in the policy. Do not read a general escalation chart as proof that every account must receive exactly the same informal reminders or that every listed remedy is available.
Where disclosures and account notices differ
California Civil Code 5310 requires an annual policy statement that includes assessment-collection information and policies for lien enforcement and other remedies. That general disclosure is different from the account-specific pre-lien notice described in Civil Code 5660, which includes an itemized balance and specified rights and must precede lien recording by at least 30 days. Other jurisdictions have their own disclosure and notice requirements.
How to request the current version
Check the association’s document library, annual packet, or records you received at purchase. If needed, ask the board or manager for the currently adopted collection policy, effective date, and relevant amendments. A sample policy from another community may be useful background but is not your association’s adopted procedure. If access is refused, use the records-request process that applies to your association.
How to use it when reviewing your account
Match each dated notice and charge to the relevant requirement. Ask for an explanation if a step appears to be missing or a charge does not match the stated policy. Also check whether a later law, written payment agreement, or court order affects the account. Keep the policy version with the correspondence so a reviewer can see what you relied on, while continuing to track any independent response deadline.
Sources
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.