HOAs should strive to make a good first impression with their new residents. A warm welcome can go a long way in cultivating a strong, harmonious relationship with your new homeowners. Here’s how to create an HOA welcome packet that your new residents will appreciate.
An HOA welcome packet is a must-have for any association. It contains essential documents and information that will make the transition to HOA living as easy and stress-free as possible for your new homeowners. Here are the reasons why it’s important to create welcome packets for new residents in your HOA community.
The first HOA letter to residents shouldn’t be an invoice or a violation letter. It’s important to show them that the HOA is not just all about business — it’s about community. An HOA welcome packet is a simple but meaningful gesture that shows the new residents that the HOA cares about them. Apart from including HOA documents, consider adding a small token or gift in your welcome packet. This helps the HOA create a good and long-lasting first impression.
Your welcome packet serves as an “instruction manual” for new residents. It contains all the information they need to have a successful and happy life in your HOA. For instance, they can refer to the welcome packet if they have questions about assessments, maintenance requests, payment schedules, and so on. If all new residents know these from the start, the HOA will see better compliance and fewer violations from its homeowners.
More than having someone to take care of common areas, many people join an HOA because of the sense of community that it provides. Welcome packets give new residents a taste of what it will be like to live in your community. For example, a full social calendar can indicate that the community is close and tight-knit. It provides new residents with ways to connect with their neighbors and potentially contribute by joining HOA committees or even the board.
Now that you know the benefits of having a welcome kit for new residents, it’s time to put together an awesome one for your new residents. There’s no one standard for how welcome packets should be. It will depend on your association and the kind of impression that you want to create. Nevertheless, here are some welcome packet ideas to get you started.
New residents should be greeted by Welcome to the Neighborhood letters written by the board or management company on behalf of the entire community.
The welcome letter can be short and sweet. It can simply convey how happy you are to have the new residents in your HOA. The letter can also provide an overview of the welcome packet so that they know what to expect.
You can easily look for homeowners association letters samples online. Alternatively, you can download ours right here.
The HOA welcome packet should also contain copies of the governing documents, including:
Providing copies of the governing documents will make it easier for new residents to learn their duties and responsibilities to the HOA, as well as their legal rights as members of the community. You can also include a link to the HOA website or portal where they can access digital copies of these documents.
New residents should also know who to contact in case they have questions, issues, or concerns. Make sure to provide them with an HOA directory that includes the names and contact numbers of essential HOA personnel and local service providers including:
New residents should also have copies of the different HOA forms that they might need throughout their life in the community. If you don’t have these yet, there are many sample HOA letters to homeowners (including forms) found online. This includes:
The HOA welcome packet can also include the names and contact details of the current board member roster and committee chairpersons. New residents will be able to reach them if they have questions about the HOA, or if they want to join the different types of HOA committees.
Apart from the basics, the HOA welcome packet can include additional resources that can improve the quality of life of the new residents. Here are some welcome committee ideas to implement:
HOAs don’t need to spend on a welcome gift; it can just be a simple token. What’s more important is the gesture behind the gift.
However, if you have a few bucks to spare, why not include a welcome basket in your neighborhood welcome packet? It can contain food and snacks, essential cleaning supplies, or a gift certificate to a nearby restaurant.
Since your new residents will be busy moving the entire day, these can make the experience more comfortable and convenient.
Associations should take the time to create a comprehensive HOA welcome packet. It will show your new residents that they are valued right from the start. Aside from being a gesture of goodwill, an HOA welcome packet can also be beneficial for you. It ensures that new residents are aware of their role in the community and how essential it is for them to comply with HOA rules and regulations. This is essential in creating a happy and harmonious HOA community.
Need help with your HOA welcome packet? An HOA management company can provide the assistance that you need. Feel free to browse the HOA management online directory for the best HOA management companies and vendor services for your community.