When it comes to managing community finances, clarity is key. Homeowners expect transparency about where their money goes, and HOA boards need consistent, accurate documentation to stay compliant and organized.
That’s where the HOA dues statement comes in. This essential yet straightforward document communicates exactly what each homeowner owes, what has been paid, and any outstanding balances. Done well, it promotes the cornerstones of a well-managed community: trust, compliance, and financial efficiency.
In this article, we’ll walk through what an HOA dues statement is, share an example layout, and explain why every detail matters for your association’s financial success.
What is an HOA Dues Statement?
An HOA dues statement (sometimes called an HOA assessment statement) is a financial document sent to members that outlines their assessment charges, payments received, and current account balance.
These statements can be delivered monthly, quarterly, or annually, depending on your community’s bylaws. Regardless of frequency, consistency is key. Clear and timely statements prevent misunderstandings, simplify bookkeeping, and ensure every homeowner knows where they stand financially.
Think of it as the HOA’s equivalent of a utility bill with an official record that supports accountability and transparency across the community.
Example: Homeowners Association Dues Statement Layout
Below is an example of what a well-organized HOA dues statement might look like, with explanations of each section.
Sample HOA Dues Statement Example
Community Name: Oak Ridge Homeowners Association
Address: 1234 Maple Drive, Phoenix, AZ 85018
Phone: (480) 555-2947
Email: billing@oakridgehoa.org
Statement Date: October 1, 2025
Statement Period: October 1 – 31, 2025
Homeowner Information
Homeowner: Jane Smith
Property Address: 5678 Cedar Lane, Phoenix, AZ 85018
Account Number: 102345
Account Summary
| Description | Amount |
|---|---|
| Previous Balance | $0.00 |
| Current Assessment (January Dues) | $150.00 |
| Late Fees | $0.00 |
| Special Assessment (Roof Repair Fund) | $25.00 |
| Payments Received | ($150.00) |
| Total Amount Due | $25.00 |
Payment Information
Due Date: January 15, 2025
Accepted Methods:
- Online at portal.oakridgehoa.org
- Mail to: Oak Ridge HOA, P.O. Box 1111, Phoenix, AZ 85018
- Drop box at the clubhouse (open 9AM – 5PM)
Late Payment Policy:
A $15 late fee will be assessed on balances unpaid after January 20, 2025
Notes and Announcements
- Annual Meeting: February 10 at 6 PM, Oak Ridge Clubhouse
- Reminder: Please submit architectural requests via the online portal
- Thank you for helping us maintain a beautiful, well-run community!
Compliance Notice
Oak Ridge HOA is a nonprofit corporation governed by the Arizona Planned Communities Act (ARS §33-1801 et seq.).
For questions regarding this statement, please contact billing@oakridgehoa.org or call (480) 555-2947.
Why These Details Are Important
Every section of the HOA dues statement serves a purpose. Here’s why these details matter:
#1. Transparency Builds Trust
When homeowners can easily see exactly what they owe and why, it builds confidence in the board’s financial management. Transparency minimizes confusion and reinforces accountability.
#2. Accuracy Prevents Disputes
Itemized charges make it easier to catch and correct errors before they become problems. This level of detail protects both the HOA and the homeowner.
#3. Compliance Protects the HOA
Certain states, like Arizona and Florida, require specific disclosures on HOA financial documents. A standardized format ensures compliance with local laws and governing documents.
#4. Efficiency Simplifies Bookkeeping
Consistent formatting and clear summaries streamline accounting workflows and communication. When statements follow the same structure each month, tracking payments and reconciling accounts becomes faster and more reliable.
Common Mistakes to Avoid
Even experienced HOA boards can make simple errors that cause confusion or compliance risks. Avoid these pitfalls:
- Missing due dates or outdated balances – always double-check timelines before sending.
- Leaving out past-due balances or credits – show complete history for accuracy.
- Inconsistent formatting or terminology – uniform statements help homeowners read and compare easily.
- Missing contact information – every statement should list who to contact for billing questions or disputes.
A clean, consistent, and transparent approach saves time, reduces homeowner frustration, and ensures smoother operations for everyone.
How to Simplify the Process with HOA Software
Creating and maintaining accurate dues statements can be tedious, especially for self-managed HOAs juggling multiple spreadsheets or outdated accounting tools. That’s where modern technology makes all the difference.
HOA My Way simplifies financial management by automating statement generation, tracking payments, and ensuring every communication is accurate and compliant.
Key features include:
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- Automated statement creation and delivery (no more manual edits or forgotten mailings).
- Secure homeowner portal for online payment and statement access 24/7.
- Built-in templates for professional, compliant HOA dues statements.
- Automated reminders for upcoming and overdue payments.
- Centralized financial reporting that integrates accounting, budgeting, and collections all in one place.
This integrated approach replaces multiple fragmented tools with one cohesive system, giving HOA Treasurers complete control and visibility over financial operations.
Clarity Builds Confidence
An accurate, easy-to-read homeowners association dues statement does more than outline charges. It reinforces your community’s credibility and trust. When homeowners understand their obligations, boards experience fewer disputes, better payment consistency, and stronger financial transparency.
If your HOA still relies on spreadsheets or manual templates, it’s time to simplify.
See how HOA My Way can help your board create professional, automated dues statements that keep your community running smoothly.