Free HOA Meeting Minutes Template

Copy the template below for your next meeting — no email or signup required. It follows the standard order boards are expected to use and captures everything your minutes legally need: attendance, quorum, motions, votes, and approval.

The template (copy & paste)

[ASSOCIATION NAME] — [Regular / Special / Annual] Board Meeting Minutes
Date: __________   Time called to order: __________   Location: __________

ATTENDANCE
  Directors present: ______________________________
  Directors absent:  ______________________________
  Also present:      ______________________________
  Quorum confirmed:  Yes / No

1. CALL TO ORDER — Meeting called to order at ____ by ____________.

2. APPROVAL OF MINUTES — Minutes of [date] approved [as written / as amended].

3. REPORTS
   - Treasurer's report: __________________________ (attached)
   - Committee reports:   __________________________

4. OLD BUSINESS
   Motion: "_______________________________________"
     Made by: ________  Seconded by: ________  Vote: ____ For / ____ Against — [Result]

5. NEW BUSINESS
   Motion: "_______________________________________"
     Made by: ________  Seconded by: ________  Vote: ____ For / ____ Against — [Result]

6. ACTION ITEMS
   - [Task] — Owner: ________ — Due: ________

7. ADJOURNMENT — Meeting adjourned at ____. Next meeting: ____________.

Minutes recorded by: ______________   Approved on: ______________

What to include in HOA minutes (9-point checklist)

1. Association name and meeting type
2. Date, time, and location
3. Call to order (time + who called it)
4. Attendance and quorum confirmation
5. Approval of the previous minutes
6. One-line summary of each report
7. Exact motion wording, mover, seconder, and vote count
8. Decisions and action items (owner + deadline)
9. Adjournment time and next meeting date

Want the detailed version? Read what to include in HOA meeting minutes and our guide to Robert's Rules for HOA meetings.