An HOA management proposal should make it possible for the board to compare responsibilities, staffing, service levels, pricing, transition support, and accountability—not merely compare monthly fees. A polished proposal can still leave important obligations unclear, so directors should evaluate both what is included and what is missing.
1. A clear description of the community
The proposal should identify the association being quoted, the number and type of homes, major amenities, meeting expectations, current management conditions, and any unusual operational needs. If the description is inaccurate or generic, the pricing and staffing assumptions may also be unreliable.
2. The assigned management structure
Boards should know who will perform the work. The proposal should explain the role of the community manager, accounting team, compliance staff, administrative support, after-hours coverage, and executive oversight.
Ask how many communities the proposed manager will oversee and whether the board will communicate directly with that person. Manager capacity and continuity often have more influence on daily service than the company’s overall size.
3. Board and meeting support
Confirm which meetings are included, whether the manager will help prepare agendas and board packets, who records minutes, and how action items are tracked afterward. The proposal should distinguish regular board meetings, annual meetings, special meetings, hearings, workshops, and election support.
4. Homeowner communication
The proposal should describe how homeowners submit questions and requests, expected response practices, escalation procedures, emergency communication, notices, and mass communications. Determine whether residents reach the assigned management team or a centralized service center.
5. Covenant and architectural administration
Boards should identify the division of responsibility for inspections, violation notices, hearings, fines, legal referrals, architectural applications, committee coordination, and recordkeeping. The management company administers the process, but the association’s governing documents and board decisions control the standards.
6. Maintenance and vendor management
Look for more than a promise to “coordinate vendors.” The proposal should explain bidding, scope development, insurance verification, contract tracking, scheduling, project updates, invoice review, emergency work, and completion verification.
Ask whether any affiliated vendors are used and whether the management company receives fees, rebates, or other compensation connected to vendor relationships.
7. Financial management
The financial section should identify responsibility for:
- Assessment billing and collection
- Bank reconciliations
- Accounts payable and invoice approvals
- Monthly financial statements
- Budget preparation
- Delinquency reporting
- Reserve account reporting
- Tax and audit coordination
- Board access to financial records
- Internal controls and fraud prevention
Request a sample monthly financial package. Clear reports are essential because directors must be able to understand the association’s position and make informed decisions. Review LandMark’s financial management services for additional examples.
8. Technology and records
The proposal should identify the homeowner portal, board access, payment options, document storage, work-order system, violation tracking, data ownership, cybersecurity responsibilities, and procedures for returning records at the end of the relationship.
Boards should also ask which services require separate software, banking, mailing, storage, or processing fees.
9. Transition responsibilities
A management change involves much more than changing contact information. The proposal should explain how the company will collect records, confirm owner balances, coordinate banking, notify homeowners and vendors, transfer contracts, establish portal access, review open violations, and document unfinished projects.
Ask for a transition timeline, a list of information required from the outgoing company, and the person responsible for leading the conversion. See our guide to switching HOA management companies.
10. Complete pricing and additional fees
The proposal should state the base management fee and every reasonably anticipated additional charge. Review fees for meetings, inspections, mailings, resale documents, collections, transitions, tax preparation, storage, technology, project administration, copies, after-hours work, and services outside the stated scope.
The lowest base fee is not necessarily the lowest total cost. Compare the full annual expense and the staffing model supporting it.
11. Contract term and termination
Confirm the initial term, renewal process, termination notice, termination fees, transition obligations, record-return requirements, insurance provisions, indemnification language, and any limits on liability. Association counsel should review the final agreement because the proposal itself may not contain every contractual condition.
12. Service expectations and accountability
A strong proposal explains how the board will know whether the relationship is working. Ask how open items are reported, how concerns are escalated, when performance reviews occur, and what executive support is available if expectations are not met.
A practical proposal comparison method
Use the same evaluation categories for every bidder: manager capacity, continuity, communication, meetings, homeowner service, compliance, maintenance, financial controls, transition, technology, total cost, and accountability. Score the written proposal first, then use interviews to clarify gaps.
LandMark’s boutique approach emphasizes manageable manager portfolios, consistent relationships, personalized service, detailed community knowledge, and genuine care for the associations we manage. Those qualities are supported by organized operations and clear financial oversight—not offered as substitutes for them.
Request a proposal from LandMark
Boards considering new management can request a tailored proposal from LandMark Community Management. You can also review our guides on hiring an HOA management company and comparing boutique and national management models.