In order for any non-profit organization to function, it’s imperative to recruit willing and able volunteers. This is certainly true in any homeowners association. Your HOA needs many hands to make light work; in particular, you need some dedicated folks to serve on the Board of Directors.
Your HOA Board plays a vital role in helping the community achieve its goals. Board members provide stalwart leadership, they enforce the rules and regulations with consistency, and they work to actively preserve property values throughout the community. Their work may also involve planning events, setting budgets, handling homeowners disputes, and more.
It’s important work, and for new Board members it may also seem daunting. One way to make the experience less intimidating is to provide a welcome letter to new Board members. A welcome letter provides you with an opportunity to thank them for taking the time to serve, while also providing some preliminary information that can help them acclimate to their new position.
For an example of a welcome letter, speak with your HOA management company. If you live in the Carolinas, don’t hesitate to contact Kuester Management Group. Our team proudly offers HOA management in Charlotte NC, Huntersville NC, Myrtle Beach SC, and HOA management in Fort Mill SC.
In the meantime, here are a few pointers for structuring your welcome letter.
Board Member Welcome Letter: An Overview
First and foremost, remember that your letter is meant to accomplish two things at once. One, its purpose is to help new Board members feel excited and appreciated as they begin their term of service. Two, it’s meant to share some details that will help Board members have a “head start” in their duties, even before they start getting into Board meetings and other activities.
There are a number of important resources that you might include in each welcome letter, including:
- An overview of the HOA, including its history, goals, and some points of distinction.
- A copy of all governing documents, including bylaws and CC&Rs.
- Bios and contact information, including email addresses, for each Board member.
- The name, email address, and phone number of your HOA manager, assuming you have one.
- Minutes from the past couple of meetings.
- Recent financial documents.
Key Components of a Board Member Welcome Letter
Now let’s take a closer look at some individual components of the welcome letter.
The Welcome Itself
In your haste to provide all necessary information, don’t forget to actually write a few paragraphs of welcome! Express your excitement, on behalf of the Board, to have the new recruit. Let them know how much you appreciate having them serve alongside you.
Include Key Documents
Your letter will really be more like a packet, as it should include a number of related documents that shed light on core HOA processes. For instance, make sure your welcome letter is accompanied by:
- An agenda for the next Board meeting or two, along with any relevant background information about upcoming events, votes, or discussions.
- A cover letter from your Board Chair or President, outlining some specific ways in which the new member is expected to participate. (Remember to keep the tone positive and encouraging!)
- Bylaws and regulations, including information about the process of voting for new Board members, Board committee breakdowns, and beyond. (Note: You don’t necessarily have to provide physical copies of all these documents; offering digital access to a Board portal or shared drive is just fine.)
- Past Board meeting agendas, minutes, and financial statements, ensuring clarity about the community’s recent history. This context is a key part of Board member onboarding.
Highlight Your Org Chart
It’s helpful not only to provide a list of current Board members, but also to denote their roles within the community. For example, you might denote who’s acting as Treasurer, as Secretary, etc.
In the interest of making the onboarding process as positive and inspirational as possible, you might also provide some information about recent Board initiatives and accomplishments. Let your new Board members know that their participation can make a meaningful difference in the life of the community.
Frequently Asked Questions
Here are just a few more pointers regarding Board materials for new members.
How do you write a welcome letter to a new board member?
Be succinct, maintain a positive tone, convey your gratitude, and make it clear who the new Board member should contact with any questions or with the need for any additional resources.
How do you welcome new members on a board?
A letter is just one part of the new Board member onboarding process. You might also plan for the new Board member to have a friendly one-on-one with your President or community managers, and also provide a chance to walk around the community with them to point out particular areas of interest.