Deciding to resign from an HOA board is difficult. There are times though that resignation from the board is the best choice for everyone. If your schedule no longer allows for the added responsibilities or there are conflicts that prevent the board from functioning well, it may be time to hand in your HOA board resignation letter. The way you resign from an HOA board can make all the difference in preserving the relationships you have made while serving as a board member. Here are some do’s and don’ts for how to resign gracefully.
How to Resign From an HOA Board Gracefully: The Don’ts
Here are some things you should try to avoid when you resign from the HOA board.
1. Make an Emotional Decision
It is incredibly important to not make a sudden, emotional decision regarding your resignation from an HOA board. You might just be having a bad or stressful week.
Let your emotions cool down and take enough time to reflect before deciding what to do. If you have butted heads with a fellow board member, try not to react in anger. It’s crucial to maintain a professional demeanor throughout this process.
2. Neglect or Forget to Inform Everyone
Don’t neglect or forget to inform the board and homeowners of your decision to resign. You don’t want them to hear about your resignation from rumors or hearsay.
Be sure that everyone is informed and has an opportunity to talk to you about it. The board, especially, has a right to know since they will have to prepare for your departure.
3. Simply Announce Your Resignation
Announcing your resignation at a board meeting is an important step in the process. However, a sudden verbal announcement is not enough.
It should be put into writing. Your formal announcement should be preceded by a board of directors resignation letter delivered through email, then followed by a written document presented during the board meeting.
4. Leave Projects Undone
Leaving in the middle of a community project can lead to bad feelings from the board and homeowners. Not only that, leaving without warning may even cause liabilities and other consequences on your part.
If you have committed to certain projects, do your best to accomplish your tasks or at least properly hand them off to the HOA board.
How to Resign From an HOA Board Gracefully: The Do’s
Here are the best practices when you resign from an HOA board.
1. Give Plenty of Notice
Just as with a regular work position, it is extremely important to give the other members some notice before terminating your involvement with the HOA board. This ensures that you’re able to leave the board on good terms.
It’s also a common courtesy, especially if the board is busy dealing with a lot of community matters. Give them enough time to find your replacement and do what you can to assist them in finding and interviewing a prospective board member.
Depending also on your resignation rules, it might not be legal for you to just resign without notice.
2. Draft a Letter of Resignation from Board Position
As you prepare to leave the HOA board, draft a resignation letter that will be given to all the board members as well as everyone in the HOA community. Clearly state your intention to resign from your position and your reasons for doing so.
You may even want to highlight some of your accomplishments as an HOA board member. Assure the board that you will assist in the proper transfer of duties to your replacement.
Each community has different resignation guidelines in their governing documents. Be sure to review your association’s CC&Rs before finishing the final draft of your resignation letter.
If you’re having any trouble, you can always find resources to guide you. You can use the free HOA resignation letter template found below:
Click here to download the FREE Sample Board Resignation Letter from Cedar Management Group
3. Be Available for Questions or Comments
Understandably, the community will want to know why you decided to resign from an HOA board. It is important to make yourself available to answer any question that the board members and homeowners may have about your resignation.
When answering questions, stay humble and maintain a positive tone. You don’t want to leave a bad impression of the HOA board or discourage a potential candidate for your position. Set aside enough time during the board meeting for questions, or simply inform everyone that they can talk to you any time.
4. Talk with the HOA Board
If there are any conflicts or lingering bad feelings between you and other board members, you may want to resolve them before you resign from your position. Have an earnest discussion with the board members, and communicate any issues that you experienced as a board member.
Having this input can encourage them to make necessary changes that could help your replacement.
5. Fulfill Previous Commitments
Before you resign from an HOA board, be sure to tie up any loose ends. This means fulfilling all commitments made regarding community projects that you were involved in. Surrender all official books, records, and community documents that you may have in your possession. Have another board member witness the turnover so that there won’t be any liability on your part.
6. Consult HOA Management
If you have any questions before, during, and after resigning from the HOA board, you can always consult with HOA management. An HOA manager can find alternatives for resignation, such as redistributing your workload or assisting you with community tasks. Your management can also help arrange the necessary paperwork should you really decide to resign from an HOA board.
A Graceful Resignation May Be Hard, But Not Impossible
The process of leaving the board of an HOA may be difficult. However, keep in mind that you’re only stepping down from your board position, you’re not necessarily leaving the community. That’s why it’s important to maintain grace and dignity as you resign from an HOA board. Following these simple do’s and don’ts can help make things easier on your part. You can also refer to our HOA board resignation letter template if you need more guidance.
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