If your homeowners association often struggles with obtaining renter information, consider providing a welcome letter to renters when they become a part of a homeowners association. 

An example of a welcome letter is outlined below:

Dear New HOA Member,

Welcome to our homeowners association community! We're glad you are now an HOA member and we look forward to meeting you soon. We'd like to extend an invitation to you to attend our community events, meetings, and social gatherings.

It would be helpful if you would be willing to provide your contact information. Sometimes we cannot reach our new HOA members to inform them of a special announcement about the homeowners association, our next event or meeting, especially if they are leasing from an out-of-town owner or a corporation. Please let our manager or a board member know that you are a new HOA member and provide your name, address, phone and e-mail address – and we will include you on all our mailing and e-mail lists.

We value you as an HOA member and want to make sure you are informed about your homeowners association. In case your landlord has not passed along this information, here are a few tips to make living in our community enjoyable and stress free:

• All HOA members – owners and renters – must comply with the homeowners association rules and regulations. They are reasonable rules to protect property values, preserve the nature of our community, and make life more enjoyable for everyone. If you need a copy of our rules, please contact the manager or a board member. The homeowners association has the legal authority to enforce all rules. We do this equitably and consistently. We do not like to take action against those who may not have received this important information, but it is our obligation to do so.

• Renters who are HOA members are entitled to all the privileges of a homeowners association membership except voting. However, we cannot extend those privileges to you if we do not know who you are. Contact our manager or a board member and let us know the best way to reach you. That gives you the advantage of knowing what is going on in the community.

• As an HOA member, you do not have to own your home to be interested in your homeowners association community. If you would like to volunteer for a committee or other type of service to the association, we look forward to having you participate. Responsible, service-minded residents are the backbone of our homeowners association, regardless of their ownership status.

Again, we welcome you to our homeowners association community. We hope you enjoy your experience here as an HOA member.

Sincerely,

HOA Board President

Sending a letter to both renters and new homeowners in the association begins a warm relationship that will help to build trust with all residents of the community.