Taking Great HOA & Condo Meeting Minutes: Everything You Need (+ Free Template)

Your condo or homeowners association has its annual meeting coming up. The agenda is set, and there’s a lot of important business to cover—which means it’s time to prepare for accurate meeting minutes.

But what exactly should minutes include? Is there a reliable HOA or condo meeting minutes example to follow, or is it left up to the board to decide? And are meeting minutes really required at every meeting?

In this article, we’ll cover the essentials of effective minute-taking—and provide a free HOA/condo meeting minutes template to help you get started.

Why You Need HOA & Condo Meeting Minutes

Minutes aren’t just “notes.” They’re the official record of what happened at your meeting—and in most U.S. states and Canadian provinces, they’re required by law.

Accurate minutes:

• Document motions, votes, and decisions.

• Show owners what was discussed—even if they couldn’t attend.

• Protect the board by proving proper procedure was followed.

• Keep your community compliant with bylaws, declarations, and local legislation.

Simply put: minutes build trust and transparency.

What to Include in Your Meeting Minutes

You don’t need to capture every single word. The goal is to summarize key details in a clear, neutral way. Here’s what usually goes in:

• Basic details: Date, time, location (or virtual platform), and who chaired the meeting.

• Quorum & proof of notice: Confirmation that proper notice was sent and quorum requirements were met.

• Introductions: Board members, management, and any professionals (auditors, lawyers, recording secretaries).

• Approval of previous minutes: Motion to approve prior meeting minutes.

• Reports: Financial updates, board reports, committee updates.

• Elections: Details of board positions, nominations, and election results.

• Motions & votes: Clear record of who motioned, seconded, and whether it carried.

• Other business: Open floor questions, comments, or motions.

• Adjournment: Official close of the meeting.

Want a ready-to-use format? Grab our Sample Meeting Minutes Template for HOAs and condos.

Who’s Responsible for Meeting Minutes?

Typically, the board secretary is responsible for recording and finalizing meeting minutes. But that’s not the only option.

• Property managers often take on the task.

• Third-party providers, like CondoVoter, which can professionally manage meetings, voting, and accurate minutes.

What matters most is that minutes are clear, unbiased, and consistent.

When Should Minutes Be Shared?

Don’t let your minutes sit in a drawer. Best practice is to draft and circulate them within one to two weeks. That way, everything is still fresh and owners get timely updates.

Typically, draft minutes are first approved by the board, then shared with the membership. In some U.S. states and Canadian provinces, there are even deadlines for making them available.

Make HOA & Condo Meetings Seamless

Meeting minutes don’t have to be stressful or complicated. With a template, some best practices, and the right support, you’ll have a reliable record of every meeting.

Download the Sample Meeting Minutes Template

Ready to Take Those Minutes?

You’ve got the tools and best practices to handle meeting minutes on your own. But if you’d rather not do it alone, CondoVoter is here to help. From professional minute-taking to secure e-voting, we make annual meetings easier, more transparent, and fully compliant. See how CondoVoter can help.