Introduction:

Writing a newsletter is not particularly difficult. Writing an excellent newsletter that grabs and holds the attention of its readers, however, is much more of a challenge.

Thankfully, it’s not as hard as you may think.

There are a few golden rules that must be adhered to when creating an HOA newsletter. These are:

  • Know your readership (demographic, location, interests, history, etc.)
  • Write well, simply, concisely, and avoid jargon
  • Provide useful information (e.g. maintenance tips)
  • Include news that matters to your members
  • Include opinions of your members
  • Encourage participation
  • Enrich text with graphics and photos

All of these best practices really come together when you prioritize engagement with the community’s members rather than using the newsletter as a vehicle to express the board member’s opinions on various issues.

This HOA Newsletter Template will enable you to do just that by guiding you through the process of creating and distributing a newsletter that is both visually appealing and has interesting, engaging content. 

From including a short note from the board to putting together an informative FAQ section, adding attractive graphics, and distributing to all members, this newsletter template will ensure that you and your team are putting together first-class newsletters that will surely be recognized and appreciated by the community.

A little info about Process Street

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The point is to minimize human error, increase accountability, and provide employees with all of the tools and information necessary to complete their tasks as effectively as possible.

Enter basic details

To get things started, enter some basic details regarding the newsletter you will be creating and sending to your HOA community. 

Content (essential):

Write a short summary

Write a short summary of the newsletter.

This should include:

  • Main message
  • Important updates
  • Important news

Include a note from the board

Every newsletter should include a short note from the board. 

Try to tailor your content around relevant issues your residents may be facing or current events in your local city. This is a great way to build a following of your newsletter.

Include a FAQs section

Include a FAQs section in your newsletter. 

For example, provide answers to the following questions:

  • When and where is the next annual meeting?
  • Where is parking allowed?
  • How can I submit my questions/concerns to board members?
  • Where can I access and review the HOA's meeting minutes?

Include a few photos

Including a few photos of your properties/community is a great way to make the newsletter more attractive. 

Attach at least one photo below and add it to the newsletter. 

Provide contact information

Provide contact information for HOA members. 

It is up to you to decide how much contact information is appropriate. You can provide a name, phone number, email address, even an address if you want. If you want to keep things super simple, just put an email address. That's the bare minimum.

Approval: Essential newsletter content

Will be submitted for approval:
  • Write a short summary
    Will be submitted
  • Include a note from the board
    Will be submitted
  • Include a FAQs section
    Will be submitted
  • Include a few photos
    Will be submitted
  • Provide contact information
    Will be submitted

Share upcoming community events

Add a brief section in the newsletter to include any upcoming community events that your HOA members may be interested in attending or learning more about.

If there is a webpage that contains information regarding such events, enter the link below and include it in the online version of your newsletter (if it will be available online).  

Share news from your members

Creating a personal connection to your community newsletter should be your top priority.

Including members of your HOA and your community is a smart move to motivate residents to establish closer relationships. 

For example, have one "guest column" in which a resident shares a particularly important, interesting, or funny story that will attract your readers and build a stronger sense of community amongst your members. 

Share maintenance tips

Depending on the season and specific weather conditions, its a great idea to share some useful maintenance tips with your community members. 

For example, for Fall/Winter maintenance, you could provide some tips like the following: 

  • Check drainage swales for proper rainwater flow (roof and ground)
  • Check for evidence of termites
  • Check smoke and carbon monoxide detectors (monthly - change batteries as needed)
  • Change laundry machine and dishwashing machine hoses - (annually)
  • Drain water heater (annually) & install overflow pan if not currently in place.
  • Ensure the backflow devices are wrapped and any other external equipment is properly wrapped for possible freezing.
  • Schedule a roof inspection to be completed by someone who knows how to walk on your roof without causing more damage.

Publishing (print):

Format the newsletter as a Word or PDF document

Below is all of the content that you have created for the newsletter. 

Now is the time to format the content into a Word or PDF document.

Once you have done so, attach the document below.


Summary

{{form.Summary_of_the_newsletter}}

Note from the board

{{form.Note_from_the_board}}

FAQs section

{{form.FAQs_section}}

Photos

{{form.Newsletter_photo_#1}}

{{form.Newsletter_photo_#2}}

{{form.Newsletter_photo_#3}}

Contact information

{{form.Contact_information_(name_&_phone_number)}}

{{form.Contact_email_address}}

Upcoming events

{{form.Upcoming_community_events}}

Member news

{{form.News_from_your_members}}

Maintenance tips

{{form.Maintenance_tips_2}}

Ensure content design is aesthetically pleasing

There is no getting around the fact that your newsletter needs to look good. 

This is essential if you want your community members to really pay attention to the content and not throw it to one side as soon as they see a massive block of words.

There are 6 essential design elements listed below. Be sure to complete each of them in addition to utilizing your own design ideas (write below) to produce a stellar newsletter!

  • 1
    Keep paragraphs short
  • 2
    Choose a font that is easy to read
  • 3
    Add a side column for FAQs
  • 4
    Use different colors
  • 5
    Add photos
  • 6
    Separate content with clear headers

Choose an attractive envelope

This may not seem very important, but it most certainly is. 

The envelope you choose should not look like you run-of-the-mill bank statement envelope that screams "Don't bother opening me unless you have to". 

It should be color and have a nice texture that shows your community you are putting real care and effort into the creation of your newsletters.

This will massively increase the chances of community members reading the newsletter from start to finish, and encourage them to make contributions in the future.

Approval: Print newsletter ready for distribution

Will be submitted for approval:
  • Format the newsletter as a Word or PDF document
    Will be submitted
  • Ensure content design is aesthetically pleasing
    Will be submitted
  • Choose an attractive envelope
    Will be submitted
  • Brand the envelope with your HOA logo
    Will be submitted

Distribute to all community members

Finally, fold and slot each newsletter into their gorgeous envelope (stamped with your HOA logo), and distribute to all of your members. 

Then, it's just a matter of time before you get some awesome feedback!

Note down how many envelopes were sent in the form field below.

Publishing (online):

Save the newsletter as a PDF or Word document

Below is all of the content that you have created for the newsletter. 

Now is the time to format the content into a Word or PDF document.

Once you have done so, attach the document below.


Summary

{{form.Summary_of_the_newsletter}}

Note from the board

{{form.Note_from_the_board}}

FAQs section

{{form.FAQs_section}}

Photos

{{form.Newsletter_photo_#1}}

{{form.Newsletter_photo_#2}}

{{form.Newsletter_photo_#3}}

Contact information

{{form.Contact_information_(name_&_phone_number)}}

{{form.Contact_email_address}}

Upcoming events

{{form.Upcoming_community_events}}

Member news

{{form.News_from_your_members}}

Maintenance tips

{{form.Maintenance_tips_2}}

Ensure the design is attractive

There is no getting around the fact that your newsletter needs to look good. 

This is essential if you want your community members to really pay attention to the content and not throw it to one side as soon as they see a massive block of words.

There are 6 essential design elements listed below. Be sure to complete each of them in addition to utilizing your own design ideas (write below) to produce a stellar newsletter!

  • 1
    Keep paragraphs short
  • 2
    Choose a font that is easy to read
  • 3
    Add a side column for FAQs
  • 4
    Use different colors
  • 5
    Add photos
  • 6
    Separate content with clear headers

Approval: Online newsletter ready for publishing

Will be submitted for approval:
  • Save the newsletter as a PDF or Word document
    Will be submitted
  • Ensure the design is attractive
    Will be submitted

Schedule email announcement

Your newsletter is ready to go! Great work. 

Now, schedule the email announcement that will be sent to all community members. 

Note down the date of the announcement below.

Publish the newsletter

Publish the newsletter online and keep your fingers crossed for some great feedback!

Note down the date of publishing below. 

Sources:

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