TinoS
(California)
Posts:69
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| 08/16/2010 7:41 PM |
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I am new as the Secretary/Treasurer on the board of our HOA. I have written a letter to one of the owners requesting that she repair termite damage. She owns the property but rents it out. The President and Vice-president have reviewed the letter and completely approve of what I have written in this letter - in fact they rely on me to do the writing of everything.
What is the customary way to sign a letter from the board? Should we all sign the letter? The P and VP live in the complex and are available to sign the letter. Should I list the other two board members and have them sign it, or should I just list myself and sign it myself?
I imagine that it is a matter of style and business etiquette. I'm wondering what others do these days? |
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SusanW1
(Michigan)
Posts:5035
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| 08/16/2010 8:02 PM |
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I feel that the letter should be signed by the president.
He is the spokeperson for the Board and the board is issuing the letter.
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TimB4
(Virginia)
Posts:3247
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| 08/16/2010 8:53 PM |
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Tino,
I agree the president should be the one signing letters like this and the Treasurer should be the one signing letters about past due assessments. However irregardless of who signs the letter, if it is a board decision to send one a simple:
For the Board of Directors,
If it is from the Association but did not have discussion at the board level before being sent a simple:
For the Association,
would be appropriate.
Hope this helps,
Tim |
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TinoS
(California)
Posts:69
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| 08/16/2010 8:54 PM |
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| Should I put the VP and my name on the letter? |
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TimB4
(Virginia)
Posts:3247
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| 08/16/2010 9:05 PM |
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Only the printed name of the signature and their title is typically appropriate for business communications. There is no need to list any other members of the Board.
I suspect that you have a mailing address in your format:
(centered on page as letterhead)
Name of HOA
Address
City State Zip
Then on the left in block style:
Name of Addressee
Address
City, State Zip
Date
Re: [issue]
(if certified add a Sent Via Certified mail [certified number] here)
Dear abc,
text
For the Board,
[Signature]
Printed name, Title
Hope this helps
Tim
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SusanW1
(Michigan)
Posts:5035
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| 08/17/2010 5:39 AM |
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The president's name can be signed by you IF you have permission, with your initials following. Be sure the minutes direct that the letter be sent and for you to send the letter. Always back every one of hyour moves with a motion.
John Smith/SKW
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MaryA1
Posts:0
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| 08/17/2010 9:25 AM |
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Tino,
As the Sec you may draft and type letters for the BOD, but they should always be signed by the President. Under his signature it should say: "President, Happy Village Board of Directors"
As Treas you may sign past due letters being sent to delinquent h/o's. Under your signature it should say, "Treasurer, Happy Village Board of Directors".
Some assn have an Architectural Committee that is resp. for noticing violations, such as the one you mention. In that case the Chm of the committee may sign the violation letters. If the assn has a property manager that person may sign the violation letters if it is their resp. to notice violations.
When I was Treas of a small HOA I made up a letterhead that was used for all HOA correspondence. At the top was the name and address of the HOA and down the side the name, position and phone nr of all the directors/officers.
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DanielH1
(California)
Posts:481
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| 08/17/2010 10:09 AM |
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| Board Members in my HOA don't sign letters. Signatures aren't necessary for this sort of thing. |
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MaryA1
Posts:0
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| 08/17/2010 12:50 PM |
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Daniel,
Frankly, I hate to get an unsigned letter. It makes me wonder who wrote it and why they were afraid to put their signature to it. I don't think it's proper for a business (HOA is a corp) to send an unsigned letter. |
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DanielH1
(California)
Posts:481
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| 08/17/2010 1:13 PM |
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A printed name and contact number is different from a personal signature. We print the manager's name and her phone number.
There's nothing wrong with having somebody personally sign delinquency/violation notices, billing statements or whatever, if you want. |
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JohnB26
(South Carolina)
Posts:487
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| 08/17/2010 3:54 PM |
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In my HOA (not-for-profit, Inc.) an unsigned letter either to or from the BOD is treated as anonymous and given to Mr. T. Can for disposal.
ps. T.Can = trash can |
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MaryA1
Posts:0
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| 08/18/2010 6:58 AM |
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John,
I'm with you on this one!
BTW, I like "Mr. T. Can"; I've always said the "circular file". Picked that up when I worked for the Fed Govt many, many moons ago. The trash cans were always circular! |
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