Free HOA newsletter template
An HOA newsletter should answer what homeowners need to know and do. Lead with key dates and deadlines, then board decisions in plain words, community notices, dues and how to pay, and how to reach the board. Download the free template below (Word and Google Docs) or copy the example text for each section.
Last reviewed October 22, 2026
Get the template
Word file (.docx), about 40 KB. Opens in Google Docs, Microsoft Word and Pages. Free, no email needed.
Board update masthead, key dates and deadlines side by side, board decisions, landscaping and parking notices, a photo spot, a dues box and board contacts. In Google Docs, choose File, Open, Upload.
The HOA newsletter, section by section
Copy any of these and change the details. Keep the order the same each month so residents know where to look.
Subject line
Willow Creek HOA, November: dues due Dec 1, pool closed, annual meeting Nov 20
Hello from the board
Hi neighbors, here's what residents need to know this month. The most important dates are first.
Key dates
Dates
- Nov 20: Annual meeting, 7 PM, clubhouse
- Dec 1: Quarterly dues due
- Dec 6: Holiday lights contest judging
Deadlines
- Nov 15: Architectural requests for spring projects
- Nov 30: Board nominations close
Board decisions
What the board decided and why, in plain words. Link to the full minutes.
At the October meeting the board approved resurfacing the tennis courts in April. The cost comes from the reserve fund, so dues do not change. Full minutes are on the community website.
Around the community
Landscaping
- Crews will trim trees along the main entrance on Tuesday, November 12. Please keep cars off the street that morning.
Parking
- Guest spots are for overnight guests only. Cars left more than three days may be towed.
Dues and payments
Quarterly dues are due December 1. Pay online at [link], or leave a check in the office drop box. Questions: [treasurer email].
Contact the board
Email the board at [board email]. For emergencies after hours, call the management company at [phone].
Tips for HOA boards
- A newsletter isn't an official notice. Your governing documents and state law may say how meeting and assessment notices must be delivered. Check them, and send official notices the way they require.
- Explain decisions, briefly. One line on what the board decided and one on why heads off a lot of emails.
- Link to minutes and documents instead of pasting them in.
- Send from a board address, not a board member's personal email, so it doesn't change when the board does.
Short on topics? See HOA newsletter ideas. Looking for software to send it? See HOA newsletter and email software.
Or skip the doc
Board members are volunteers. MailWild turns the board's notes into a clear update with the dates up top, sent from the association's own address.
With MailWild you tell it your news in a few lines, add your photos or a YouTube link, and it writes the whole newsletter in seconds. You don't start from the doc. Drafts come back in Clean, a plain modern look in your brand color, and one click shows the same draft in Neighborhood Notice, the look below, or any other look. Your words and photos stay put. You can also pick a look first and have MailWild fill it in.
- Edit anything in a simple block editor: photos, buttons, two-column rows and color bands. It looks right on phones automatically.
- Send from your own address at your own domain, signed so inboxes can verify it. Schedule it for later or send a free test to yourself first.
- Unsubscribes are handled. A one-click unsubscribe link and your mailing address are added to every email, and bounced addresses are removed.
- See who opened. Each newsletter shows delivered, opens, clicks and unsubscribes.
- Bring your list. Import a spreadsheet (CSV or Excel) or paste a list of emails. Duplicates and bad addresses are set aside for you.
The templates come with the software. Setting up is free: import your list, write, connect your domain and send yourself tests. You pay when you send to your list, priced by list size, with a 14-day money-back guarantee on the first payment. There is no free plan. See pricing.
Questions
What should be in an HOA newsletter?
Key dates and deadlines first, then board decisions in plain words, community notices like landscaping or parking, dues and how to pay, and how to reach the board.
How often should an HOA send a newsletter?
Monthly or quarterly works for most associations, plus short emails when something urgent comes up, like a water shutoff.
Can an HOA newsletter count as an official notice?
Not necessarily. Your governing documents and state law may set how official notices must be delivered. Check them before relying on an email.
Is this HOA newsletter template free?
Yes. It's a free Word file that also opens in Google Docs (File, Open, Upload). No signup needed.