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. Planning the meeting itself? Grab the companion free HOA meeting agenda template.