Free HOA Templates: 12 Word and Excel Files, No Email Required
Last verified: October 1, 2026 · See updates
Twelve working files for a volunteer board: dues, budgets, books, meetings, violations, vendors, records and handovers. Eight are Excel, four are Word, and every one downloads without an email address. Each file below says what it is best for and what it does not do, so you can pick the right one first time.
Download the Board Starter Pack (.zip, 122 KB)
The pack holds 10 of the 12 files, plus a readme and a disclaimer. The chart of accounts and the violation log came after the pack was built and download on their own below.
What you get: 12 files, 283 KB in total. 8 Excel workbooks (.xlsx) and 4 Word documents (.docx). Free, ungated, no watermark and no lite version. The files open in Excel, LibreOffice Calc or Writer, and Google Sheets or Docs. One color rule runs through every spreadsheet: blue text is a cell you edit, black is a formula, green is a value pulled from another tab.
What these files do not do: none of them is legal, tax or accounting advice, none is filed with anyone, and none knows your state’s deadlines or what your governing documents say. No file here is a PDF; see the PDF question below.
Corrected October 1, 2026: this page counted ten files. Two more have been published since the pack was built, and both are listed below.
Before you use any file: everything here is educational, all sample data is fictional, and every template has to be adapted to your governing documents and your state law. Read the pack disclaimer and our site disclaimer. Retention periods, meeting procedures and timelines shown in the files describe common practice, not legal requirements.
Every file at a glance
| File | Format | Size | Best for | Its stated limit |
|---|---|---|---|---|
| HOA_Dues_Tracker.xlsx | Excel | 126 KB | Seeing who has paid and who is behind | 250 units, 6,000 payment rows |
| HOA_Annual_Budget_Workbook.xlsx | Excel | 18 KB | Setting next year’s dues from the costs you expect | One fiscal year |
| HOA_Chart_of_Accounts.xlsx | Excel | 54 KB | Keeping operating and reserve money apart in one set of books | 54 accounts, 1,000 ledger lines |
| Board_Meeting_Agenda_Template.docx | Word | 10 KB | Running a meeting that finishes on time | 10 agenda rows, 1 printed page |
| Board_Meeting_Minutes_Template.docx | Word | 10 KB | Recording motions and votes, not discussion | 5 motion rows, 4 action rows |
| HOA_Violation_Log.xlsx | Excel | 9 KB | Showing that every owner was treated the same way | 58 matters, no date math |
| Vendor_Comparison_Worksheet.xlsx | Excel | 9 KB | Comparing contractor bids on more than price | 4 bids, 6 weighted criteria |
| Software_Selection_Scorecard.xlsx | Excel | 9 KB | Scoring products after the demos | 5 products, 7 weighted criteria |
| New_Board_Member_Checklist.docx | Word | 11 KB | A new director’s first 90 days | 21 tasks, 2 printed pages |
| Treasurer_Transition_Checklist.docx | Word | 11 KB | Handing the books to the next treasurer | 21 tasks, 2 printed pages |
| Records_Inventory_Template.xlsx | Excel | 8 KB | Listing every record and who keeps it | 16 record types, retention is practice |
| Annual_Board_Operations_Calendar.xlsx | Excel | 9 KB | Seeing what the board owes each month | 19 tasks, calendar year |
Money: dues, budget and books
HOA Dues Tracker (Excel, 126 KB): best for seeing who has paid, up to 250 units
Enter your units and their dues on the Units tab, post each payment on the Payment_Ledger tab, and the Dues_Status tab calculates the balance due, the status and the months behind for every unit. The Aging_Summary tab adds the collection rate and four aging buckets. The file opens with a fictional 30-unit sample so you can see the formulas working before you clear it.
What it does not do: it does not post to a general ledger or reconcile a bank account. The Grace Period cell on the Settings tab is read by no formula, so a unit reads Late as soon as a balance exists. The late fee is one flat amount per late account, not interest and not a charge per month. YTD Billed is each unit’s monthly dues times the billing periods you enter, so every unit is billed for the same number of periods.
Download HOA_Dues_Tracker.xlsx or read the dues tracker guide, which carries a worked example from the sample data.
Annual Budget Workbook (Excel, 18 KB): best for setting next year’s dues from the costs you expect
Six tabs: instructions, income, operating expenses, reserve contributions, a summary and a 12-month cash flow. Enter what you expect to spend and the workbook back-calculates the monthly dues per unit that pays for it, then tracks variance against the budget as the year runs.
What it does not do: it covers one fiscal year and does not forecast across several. The reserve contribution is a figure you type in; the workbook does not calculate what your reserves need, which is what a reserve study is for. The sample data is a fictional 24-unit condominium.
Download HOA_Annual_Budget_Workbook.xlsx or read the budget workbook guide.
Chart of Accounts and General Ledger (Excel, 54 KB): best for keeping operating and reserve money apart
54 numbered accounts for a small association, each tagged to the operating fund or the reserve fund and mapped to the budget workbook line it feeds. Post a date, an account number and an amount in the General_Ledger tab. The Trial_Balance and Fund_Summary tabs calculate as you go, and check that assets less liabilities equal each fund’s closing balance.
What it does not do: it does not reconcile a bank statement, bill owners or file a tax return. An account number that is not in the chart still posts, and the row reads “Not in the chart of accounts”, so the trial balance can read In balance while the ledger is not.
Download HOA_Chart_of_Accounts.xlsx or read the chart of accounts guide.
Meetings and enforcement
Board Meeting Agenda Template (Word, 10 KB): best for running a meeting that finishes on time
A one-page fill-in agenda with 10 numbered rows and a column each for the presenter and the time allowed, from call to order through open forum and adjournment. The file carries a line for the date the notice was posted and a note on executive session.
What it does not do: it does not tell you your notice deadline. That comes from your bylaws and your state statute; our state comparison table gives the notice period for 49 states.
Download Board_Meeting_Agenda_Template.docx or read the agenda and minutes guide, which includes a sample agenda you can copy.
Board Meeting Minutes Template (Word, 10 KB): best for recording motions and votes, not discussion
A matching minutes document with an attendance and quorum block and a treasurer’s report summary. Then a five-row motions table holding the exact wording and the for, against and abstain counts, a four-row action items table, and an executive session block that records the general subject only.
What it does not do: it does not capture debate, and it leaves a block for approving the prior meeting’s minutes without saying what your documents require to approve them.
Download Board_Meeting_Minutes_Template.docx.
HOA Violation Log (Excel, 9 KB): best for showing every owner was treated the same way
One row per matter and 19 columns, from the date observed and the rule cited through courtesy notice, formal notice, notice method, cure deadline, hearing, decision, fine, payment and any referral to counsel. 58 blank rows and one fictional sample row. Selective enforcement is the usual challenge to a fine, and a dated log is the record that answers it.
What it does not do: it does not write notice letters and it does no date arithmetic. The cure deadline is a date you type after you read your own documents.
Download HOA_Violation_Log.xlsx or read the violation process guide.
Choosing a contractor or a product
Vendor Comparison Worksheet (Excel, 9 KB): best for comparing bids on more than price
Four bids side by side, with quote amount, contact, insurance certificate and license status at the top. Below that sit six weighted criteria: price, scope fit, insurance and licensing, references, responsiveness and contract terms. The sheet returns a weighted score out of 5 and a rank, and cell B19 checks that your weights total 100%.
What it does not do: it does not verify an insurance certificate or a license for you. Those are yes or no answers you enter after you call the carrier and the licensing board.
Download Vendor_Comparison_Worksheet.xlsx or read the vendor scorecard guide, which includes the insurance and license checklist.
Software Selection Scorecard (Excel, 9 KB): best for scoring up to five products after the demos
Seven weighted criteria covering accounting, online payments, the owner portal, documents, violations, support and price fit. Change the weights to suit your association, score each product from 1 to 5 after you have seen it, and the sheet ranks them. Blank scores are ignored until you enter them.
What it does not do: it ships blank, with no products and no scores in it. For a ranking already scored against a published rubric, use our software comparison.
Download Software_Selection_Scorecard.xlsx.
Joining the board, and handing over
New Board Member Checklist (Word, 11 KB): best for a new director’s first 90 days
21 tasks in three groups: get the documents and the access in the first 30 days, understand the operation by day 60, contribute by day 90. Each task has a space for a note on where that record lives. Two printed pages.
What it does not do: it does not set out the duties your state puts on a director. Start with Start Here and your state’s requirements page.
Download New_Board_Member_Checklist.docx.
Treasurer Transition Checklist (Word, 11 KB): best for handing the books to the next treasurer
21 tasks in four groups: banking and access, records handoff, software and credentials, and a controls review the two treasurers do together. It ends in a sign-off block for both treasurers and a witness from the board. Two printed pages.
What it does not do: it does not replace your bank’s own process for changing signers, which usually needs a board resolution and identification in branch.
Download Treasurer_Transition_Checklist.docx.
Records Inventory Template (Excel, 8 KB): best for listing every record and who keeps it
16 record types already listed, from the declaration and the bylaws to ballots, reserve studies and legal correspondence, each with its location, format, custodian, last review date and a retention note.
What it does not do: the retention column describes typical practice, not your law. Election ballots in particular run on a statutory period that varies by state, so check your own rules before you destroy anything.
Download Records_Inventory_Template.xlsx.
Annual Board Operations Calendar (Excel, 9 KB): best for seeing what the board owes each month
19 recurring tasks across 12 months in one grid, grouped as finance, admin, governance, insurance, property, contracts, reserves and budget, with a count of the tasks falling in each month and a notes column.
What it does not do: it does not know your dates. The grid is a sample for a calendar-year association in a four-season climate, so move the marks to your fiscal year, your policy renewal dates and your local requirements.
Download Annual_Board_Operations_Calendar.xlsx.
Is there a PDF version of these HOA templates?
No. Eight files are Excel and four are Word, because every one is built to be filled in or calculated, which a PDF cannot do. To hand paper around at a meeting, open the file and use File, then Save as or Export, then PDF. Converted with LibreOffice on October 1, 2026, the agenda prints on one US Letter page, and the minutes, the new board member checklist and the treasurer transition checklist print on two.
Which file answers which question?
- Who still owes us money? Dues Tracker.
- What should dues be next year? Annual Budget Workbook.
- How do we keep reserve money separate in the books? Chart of Accounts and General Ledger.
- What goes on the agenda, and what do the minutes have to say? Agenda and Minutes.
- How do we show we enforced the rules evenly? Violation Log.
- Which bid should we take? Vendor Comparison Worksheet.
- Which software fits us? Software Selection Scorecard, after reading the comparison.
- I just joined the board, where do I start? New Board Member Checklist.
- Our treasurer is stepping down. Treasurer Transition Checklist.
- Where are our records, and how long do we keep them? Records Inventory.
- What are we forgetting this month? Annual Board Operations Calendar.
Tools that pair with these files
- Reserve Contribution Calculator, a component-level estimate that feeds the budget workbook’s reserve line.
- Finances and reserves, for the audit, insurance and reserve decisions behind the numbers.
- The Complete Guide, the operating manual these files implement.
Your next step
If you are new to the board, take the Board Starter Pack and open the START HERE readme, which walks through the first 15 minutes. If you came for one file, take that file from the table above and read its guide before you put real figures in it.
Free and ungated. You may copy these files, change them and give them to your board, your members or your clients.