HOA Documents for Closing: What to Request, Review, and Deliver

Buying or selling a home in a Homeowners Association (HOA) community comes with an extra layer of required paperwork, and missing even one document can delay your closing. These materials, often called the resale package, explain the community’s rules, financial health, insurance coverage, and any fees tied to the property, giving buyers and sellers a clear picture of what they’re signing up for. 

Whether you’re closing in Orlando, FL, Los Angeles, CA, or Phoenix, AZ, this guide walks through what documents are needed, how to get them, who typically pays, and what to look for before signing.

What is an HOA resale package?

An HOA resale package is a set of required documents the seller must provide to the buyer before closing. It discloses the community’s rules, governance, financial condition, reserves, insurance coverage, and any fees associated with the property, essentially giving the buyer a full picture of what comes with living in the community.

Most resale packages include two key parts:

1. The resale certificate

This homeowner-specific document confirms:

• Outstanding dues, fines, or assessments
• Current monthly or annual HOA dues
• Pending special assessments
• Transfer, move-in/move-out, and administrative fees
• Compliance status for the property

2. Governing documents

These outline how the HOA functions and what rules homeowners must follow:

• CC&Rs (Covenants, Conditions & Restrictions)
• HOA bylaws
• Articles of Incorporation
• Rules and regulations
• Architectural guidelines
  

Sellers are responsible for ordering and delivering these documents. Buyers use them to evaluate community rules, financial conditions, and long-term obligations.

What are the key HOA documents needed for closing?

To keep your closing on track, it’s important for buyers and sellers to  know whichHOA documents are required, and what each reveals about the community and property.

1. Covenants, conditions and restrictions (CC&Rs)

The CC&Rs form the foundation of the community’s rules. They outline property restrictions, homeowner responsibilities, and the HOA’s authority to enforce policies. Topics typically include:

• Leasing restrictions
• Pet limits
• Architectural controls
• Parking rules
• Noise rules
• Short-term rental limitations

2. HOA meeting minutes

Meeting minutes capture the HOA’s recent discussions and decisions. Reviewing the past year can reveal:

• Pending projects
• Homeowner disputes
• Budget concerns
• Planned special assessments
• Litigation or legal matters
  

Buyers review minutes to gauge day-to-day issues and upcoming costs; sellers should be aware of any topics that might concern buyers.

3. Financial statements and budget

These documents outline how the HOA manages its money and whether it’s financially stable. Key details include:

• How dues are allocated
• Current income and expenses
• Long-term maintenance planning
• Whether dues are likely to increase

4. Reserve study

A reserve study estimates how much the HOA needs to fund major future repairs. Underfunded reserves may signal:

• Upcoming dues increases
• Potential special assessments
• Deferred maintenance

5. HOA bylaws

Bylaws establish the HOA’s leadership structure and voting procedures. They typically cover:

• Board structure
• Election processes
• Voting rights
• Meeting rules
• Management roles

6. Rules and regulations

Rules and regulations outline day-to-day community expectations. These guidelines are important for buyers to understand and for sellers to disclose fully. Common topics include:

• Parking rules: street limits, guest parking, assigned spaces
• Pet policies: breed/size limits, number of pets, leash requirements
• Property appearance & maintenance: exterior changes, landscaping, upkeep standards
• Noise and conduct: quiet hours, activity limitations
• Rental policies: short-term rental rules or restrictions
• Amenity use: pool, gym, clubhouse access and hours
• Trash, recycling & storage: pickup schedules, bin storage rules
• Common-area use: paths, shared spaces, general guidelines

7. Insurance certificate

The certificate of insurance summarizes the HOA’s master policy. Lenders review it to confirm:

• Coverage type (walls-in vs. exterior-only)
• Liability limits
• Deductibles
  

Buyers may need additional coverage depending on what the master policy excludes, and sellers must provide the certificate as part of the package.

Evaluating the HOA’s financial stability

Understanding the HOA’s financial outlook is essential for both sides. Buyers rely on this information to anticipate future costs, and sellers should be aware of items that may raise questions during escrow.

Key indicators include:

• Current or upcoming special assessments
• Dues increases
• Capital projects
• Reserve fund shortfalls
• Homeowner delinquency rates (which may affect loan approval)

Together, these elements reveal how well the HOA manages its resources and whether homeowners may face unexpected expenses down the line.

Potential issues with HOA documents at closing

Understanding the kinds of HOA document issues that can pop up near closing can save you time, stress, and unexpected costs. When you know what to look for, you can work with your Realtor to handle problems quickly instead of scrambling at the last minute.

Common HOA document issues include:

• Outdated documents: Sometimes rules, fees, or budgets have changed, but the HOA’s paperwork hasn’t caught up.
• Slow delivery: Certain HOAs take a long time to prepare official documents, which can push closing back.
• Surprise restrictions: Buyers often uncover rules about pets, rentals, or exterior changes that weren’t mentioned earlier.
• Hard-to-understand language: HOA documents can be dense, making it easy to miss important details.
• Unannounced assessments: Major repairs or upcoming expenses may not be clearly disclosed, even though they affect future costs.

Who pays for the HOA resale package and closing letter?

Responsibility for these costs varies by state, HOA, and purchase contract. In most cases:

• The seller pays for the resale package and any update fees
• Transfer or move-in fees may be covered by either party
• Rush fees apply if documents are needed quickly
  

Both buyers and sellers should confirm fee responsibilities early with their agent or attorney to avoid unexpected costs during closing.

How to obtain HOA documents and order a resale package

The seller (or their agent) typically requests the documents, but buyers should understand the process and timing as delays can impact closing.

Most HOAs use one of three systems:

1. Through the management company

Many communities use management companies or document portals such as:

• HomeWiseDocs
• CondoCerts
• TownSq

Process:

• Log in
• Select the resale package
• Pay required fees
• Receive documents within a few days (rush options available)

2. From a self-managed HOA

Self-managed HOAs handle requests internally.

Process:

• Contact the board president, treasurer, or designated representative
• Request the resale package and required certificates
• Allow extra time for manual processing

3. Through third-party document services

Some HOAs use specialized document platforms that provide:

• Online ordering
• Rush options
• Digital delivery
• Tracking updates

Step-by-step HOA document review checklist

Buyers can use this checklist to review documents thoroughly, and sellers can use it to ensure nothing is missing before providing the package.

1. Review the resale certificate

• Unpaid dues
• Pending special assessments
• Rule violations

2. Review the budget and financials

• Income vs. expenses
• Reserve funding levels

3. Scan HOA meeting minutes

• Upcoming projects
• Current disputes

4. Review CC&Rs and rules

• Restrictions that may conflict with intended use

5. Check insurance coverage

• What the master policy covers
• Additional coverage needed

>> Read: HOAs: How They Can Be Beneficial, But Why They Might Not Be Right for You

FAQs: HOA documents for closing

1. What is a closing letter from the HOA?

A document confirming all fees and assessments owed so the closing agent can settle the seller’s account.

2. What documents are required at closing?

The resale certificate, governing documents, budget and financials, insurance certificate, and a status/closing letter.

3. How do you obtain HOA documents?

Through management companies, online platforms like HomeWiseDocs, or directly from the HOA board.

4. What is the HOA portion of the closing statement?

A breakdown of prorated dues, transfer fees, assessments, and amounts owed or credited.

5. How long does it take to receive HOA documents?

Typically 3–7 business days from management companies; longer for self-managed HOAs. Rush options are often available.

6. What is a closing letter/status letter?

A home-specific document verifying the seller’s outstanding balance and confirming compliance before the title transfers.

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