Free HOA Election Ballot Templates

Running a fair HOA election starts with two documents: a nomination form and a ballot. The nomination form collects candidate details before the vote. The ballot presents the final candidates to homeowners on election day. Together, they keep the process organized and transparent.

Download the template — a plain-text file with both forms, ready to customize for your community.

What is in the template

The download includes two separate templates in one file.

Template 1 — Nomination form. This is the form candidates fill out before the election. It collects their contact information, ownership status, qualifications, prior board or committee experience, a brief candidate statement, and a conflict-of-interest disclosure. Distribute it to potential candidates well ahead of the annual meeting so you have time to prepare the ballot.

Template 2 — Election ballot. This is the form voters use on election day. It lists each candidate by name with a checkbox, states how many positions are open, and tells the voter how many candidates they may select. It also includes a voter identification section and a tracking block for the election committee.

How to use the nomination form

Send the nomination form to all homeowners at least 30 to 60 days before the election. Your bylaws may set a specific nomination window — follow that timeline if it does. Here is what each section covers.

Candidate information. Name, address, unit or lot number, phone, and email. This is how the election committee will reach the candidate.

Ownership status. Confirms the candidate is an owner in good standing. Most bylaws require candidates to be current on assessments and free of unresolved violations. Adjust these fields to match your eligibility rules.

Qualifications. A checklist of common skills — finance, law, maintenance, project management, and others. This helps voters compare candidates at a glance.

Prior service. Past board or committee experience in this or another association. Not required, but useful context for voters.

Candidate statement. A 200-word summary the candidate writes in their own words. This statement can be shared with voters alongside the ballot or in a separate mailing. Keep the word limit consistent so every candidate gets equal space.

Conflict of interest. Asks whether the candidate or a family member has a financial relationship with any vendor serving the association. Transparency here protects the board from challenges later.

How to use the election ballot

Once nominations close, transfer the candidate names and statements onto the ballot template. Here is how to customize each section.

Voting instructions. Fill in the number of open director positions and the number of candidates each voter may select. This is the single most important line on the ballot. When voters know exactly how many boxes to check, you get fewer invalid ballots and fewer disputes over results. State the return deadline and location clearly.

Candidate list. List each candidate with a checkbox and a short statement. Keep the order consistent — alphabetical by last name is the most neutral approach. Add or remove rows to match your actual candidate count.

Write-in section. Include this only if your bylaws permit write-in candidates. If they do not, remove the section entirely so voters are not confused.

Voter identification. The owner’s name, unit or lot number, signature, and date. This lets the election committee verify that each ballot came from an eligible voter and that no owner voted twice. Some associations use secret ballots with a separate envelope system — if yours does, move the identification section to an outer envelope rather than the ballot itself.

Election committee tracking. A small block at the bottom for the committee to record how the ballot was received, the date, and whether the voter was verified. This creates an audit trail if results are challenged.

Tips for a smooth election

Set a clear timeline. Send nominations early, close them on a firm date, and mail or distribute ballots with enough lead time for owners to review candidates and return their votes.

Appoint an independent election committee. The committee should not include anyone running for a seat. An independent inspector or a group of non-candidate homeowners adds credibility to the count. For more on the roles board members play before, during, and after elections, see our guide on HOA board member duties.

Allow multiple voting methods when your bylaws permit. In-person, mail-in, and electronic options increase participation. If your association allows proxy voting, pair these templates with a proxy appointment form so absent owners can still participate.

Keep records. Store completed nomination forms, all submitted ballots, and the committee’s tally sheets for at least the retention period your state requires. Many states mandate one to seven years.

Announce results promptly. Share the outcome at the meeting and follow up in writing. Transparency after the vote is just as important as transparency during it.

Customization checklist

Before you print or distribute, replace every bracketed placeholder:

• Association name
• Election date
• Nomination deadline
• Number of open positions
• Number of candidates the voter may select
• Return location and deadline
• Candidate names and statements

Review your bylaws and state statute for any additional requirements — some states mandate specific ballot language, secret ballot procedures, or independent inspectors for associations above a certain size.

For more board documents and downloadable forms, visit our free HOA templates page.