Board documents you can send this week
10 documents written from how boards actually hire, run meetings, and manage vendors — an RFP with a weighted scoring rubric, a management agreement with real termination and insurance clauses, meeting minutes, violation notices, and more. Fill in the [BRACKETED] placeholders, have your association’s attorney review, and send. No signup, no email gate.
Hire or replace your management company
The five documents that take a board from “we need bids” to a signed agreement — and keep the manager accountable to it afterward.
Management Company Request for Proposal (RFP)
A complete RFP to send 3–5 management companies: community profile, scope of services, a 14-question vendor questionnaire, submission requirements (license, insurance, references, fees), and a weighted scoring rubric.
HOA Management Agreement
A full management agreement: manager duties, board authority reserved, an all-fees-disclosed compensation clause, $1M insurance with additional-insured status, records ownership, and termination with a 30-day cure right.
Management Agreement Termination Notice
Formal notice ending a management contract — for cause or at term — with a transition checklist: records within 14 days, funds within 7, keys and credentials, and a final accounting deadline.
Contract Accountability Letter (Notice to Cure)
Hold your management company accountable to the terms of your contract: cites the exact contract sections breached, documents each failure with dates, and starts the formal 30-day cure clock.
Management Company Reference Check Script
A 12-question phone script for calling the HOAs a bidder already manages — with what-to-listen-for notes and a 1–5 scoring line that feeds straight into your RFP rubric.
Run the board
Minutes, meeting notices, and resolutions in the form your governing documents and state statute expect.
Board Meeting Minutes
A complete minutes form: quorum, motions with exact vote counts, financial-report figures, executive-session handling, and the certification line — the record that protects the board when decisions are questioned.
Annual Meeting Notice
The member-wide annual meeting notice: agenda, director-election details, proxy instructions, quorum statement, and a state-notes block for each launch state's notice-window statute.
Board Resolution Adopting the Annual Budget
The formal resolution that makes the budget official: whereas clauses, adopted totals, the new assessment amount and due dates, reserve funding, and the member-notice directive with a vote record.
Vendors and enforcement
Contract vendors on the board's terms and enforce covenants with notices that hold up.
Covenant Violation Notice
A first violation notice that survives challenge: the exact CC&R section cited, observation dates, a clear cure deadline, the owner's hearing rights, and what happens next — with per-state notice-and-cure requirements.
Vendor Services Contract
A board-drafted contract for landscaping, maintenance, or repair vendors: scope exhibit, licensed-bonded-insured requirements with additional-insured status, response times, a no-kickback clause, and 30-day termination.
Hiring a management company? Skip the blank page.
The RFP template below takes about 45 minutes to fill in by hand. Boardwell’s intake asks your board 10 minutes of questions about your community, then drafts the RFP for you — scope, questionnaire, fee-schedule requirements, and the weighted scoring rubric, ready to send to bidders.