1. Call the New Owner As Soon as Possible
Calling the owner is the best way to show them that the association is active and cares about new members.
A phone call also gives you an opportunity to introduce the neighbor to the Board members and management company, and provide them with information such as where to park a moving truck, or when to put out trash. A letter through the mail may be too late for an owner that moves in quickly and needs assistance during the move-in process.
2. Welcome Letter and Handbook
Promptly mail the new owner a welcome letter along with a copy of the association handbook.
The welcome letter should contain information about the Board, the management company, how to pay dues, how to access the clubhouse and pool, the trash collection process, and any other information that is important to know. Even if the information is contained in the handbook, a brief paragraph in the welcome letter about the most important elements of your association will be very helpful to the new owner. Send me an email and I'll reply with a sample welcome letter..
3. Dues Statement or Coupon Book
Help the owner make their first payment on time.
Make sure the new owner receives a coupon book or dues statement as soon as possible after purchasing the unit. Since it takes more time for these to be printed, your welcome letter should be mailed seperately from the handbook so it is delivered as quickly as possible.
4. Welcome Reception
Help new residents put faces with names by inviting them to a welcome reception.
This can be held prior to a Board meeting which gives the new member an opportunity to meet the Board and to start getting involved in the association.
5. Committee Invitation
Provide committee members with a list of new residents on a regular basis so the committee can contact them.
Getting new residents involved in a committee will help them meet new people and learn more about the association.
It can be difficult learning about association policies and procedures, meeting new people, and knowing who to contact with an association issue, so it is important to properly welcome and inform new residents.
Contact Capital Property Solutions for a Free Management Proposal, or for new ideas on association management and reducing costs.
Find more tips for association Board members on our Board Member Training page.
Arnold Barzak is a principal partner at Capital Property Solutions, a condominium and homeowners association management company with 25 years of experience in Central Ohio. Arnold has earned his PCAM designation, the highest professional recognition available nationwide to managers who specialize in community association management.