11 Essential HOA Management Questions to Ask Before Hiring

Choosing the right HOA management company is crucial for ensuring your community runs smoothly. The right partner will handle daily operations, financial management, and homeowner relations—all while helping to maintain property values.

However, with so many options available, how do you determine the best fit for your community? Asking the right questions during the selection process can help your HOA board make an informed decision.

Here are 11 essential questions to ask when evaluating a new HOA management company.

1. How Many HOAs Does Your Company Currently Manage?

The board will want to know if the company is stretched too thin to provide the amount and quality of service that the board's community requires. The board also wants to know how experienced the company is and how long has the manager been working in community management.

Why It Matters:

• Determines whether the company has the experience to handle your community’s needs.
• Ensures they are not overextended, which could lead to poor service.

2. How Long Have You Been in HOA Management?

This question goes to the management company's length and breadth of expertise. While it may not always mean that they are the best, industry experience goes a long way when you need the knowledge to sort out complicated homeowner issues.

3. How Do You Handle Homeowners Who Don’t Pay Assessments on Time?

No one disputes that one of the management company's essential function is to collect and manage HOA funds wisely. HOA assessments provide the revenue source for HOA projects. The successful candidate will confirm that it coordinates between the board, homeowners, and the HOA's attorney when dealing with late assessments and for anything collections oriented.

Why It Matters:

• HOA funds depend on timely assessments to support community projects.
• The management company should coordinate with the board, homeowners, and legal counsel when needed.

4. Does Your Service Include an Online Portal for Homeowners & Board Members?

A user-friendly digital portal improves communication and efficiency. Ask about:

• Mobile-friendly access
• Online payment options
• Board member access to homeowner records
• Community-specific email support

5. What’s Your Pricing Structure & Are There Additional Fees?

When comparing the proposals of various candidates, it's important to determine whether fees are all-inclusive and if add-on fees are possible. Proposals should state the services covered under the contracted fee and services that will require additional fees.

6. Can You Provide Three HOA References?

Provide 3 references from HOA communities the candidate has managed, including the name, phone number, and address of the HOA contacts.

Ask for a couple of references from former or current clients to unearth dissatisfaction with the management company's services. Others in your same position may be able to give you a unique insight into why they chose a particular company and how satisfied they have been with the services that they were sold.

7. Who Will Be Our Assigned Property Manager & What Are Their Qualifications?

The board expects to rely on an experienced and knowledgeable property manager who hits the ground running and understands the importance of following board policies, procedures, and protocols. The ideal candidate will confirm that it will maintain effective collaboration between the management company and the board. Some states may even require that your community manager is specially licensed, so make sure you are getting someone who can meet all of your needs.

8. How Do You Handle Unexpected Maintenance & Emergencies?

Emergencies and natural disasters are a fact of life. The successful candidate should have a plan to contact and obtain the resources needed to address unexpected damage to property and to protect homeowners' lives.

9. How Do You Track Vendor Contracts & Scheduled Maintenance?

In today's digital world, the board expects a successful candidate to have digital tracking systems for scheduling maintenance and tracking ongoing projects. Being able to track and manage the status of these requests makes your life as a board member that much easier.

10. Do You Competitively Bid Vendor Contracts?

Having good relationships with local vendors in the HOA's area is a good thing when they are reputable companies providing good value for HOA dollars. The board will want to confirm that vendors will competitively bid for projects. Competitive bidding helps your community save money.

11. How Do You Manage HOA Meetings & Homeowner Complaints?

The board sets HOA policies including frequency of homeowner meetings but it is important that proposals identify which team members will preside over meetings and facilitate the complaint process. The ideal management company also will demonstrate superior communication skills that measure up to homeowners' and the board's expectations.

Choosing the Right HOA Management Company

Selecting a qualified and experienced HOA management company can reduce stress for board members and improve community operations.

Need professional HOA management? RealManage offers expert community management, financial oversight, and homeowner communication solutions.

Contact RealManage today to see how we can help your HOA thrive!