End of Year HOA Checklist and To Dos

The end of the year sneaks up faster than anyone expects. Suddenly you are juggling holiday schedules, budget planning, vendor renewals, and community questions while keeping your neighborhood running smoothly. It is a lot.

That is why the smartest HOA boards use this time to reset, reviewing what worked, what did not, and what needs focus before the new year begins.

Below is a complete end of year checklist designed to help your HOA close out the year with clarity, confidence, and momentum.

1. Financial Review and Cleanup

Before new expenses arrive, make sure this year’s financial picture is complete and transparent.

• Reconcile all bank accounts and verify ending balances
• Review year to date actuals vs. budget
• Confirm reserve transfers were made as planned
• Ensure all vendor invoices are paid
• Prepare documents for tax filings or CPA review
• Check for outstanding homeowner balances and document follow up steps

Need help understanding financial transparency in your community? See The Importance of Financial Transparency in HOAs.

2. Budget Finalization for Next Year

Your budget is the roadmap for everything your HOA will accomplish next year.

• Review inflation impacts on landscaping, utilities, insurance, and maintenance
• Update reserve study assumptions
• Estimate next year’s capital improvements
• Adjust dues if needed and plan communication
• Finalize and approve the new fiscal year budget

For guidance on planning long term improvements, visit Planning for Capital Improvements in Your HOA.

3. Vendor and Contract Evaluations

Decide which vendors to renew, renegotiate, or replace.

• Check contract expiration dates
• Review vendor performance
• Request updated proposals for next year
• Confirm certificates of insurance
• Assess whether technology can replace manual vendor tasks
• Identify service gaps and resolve them proactively

See how technology supports vendor oversight: Vendor Management in HOAs with AI and Data Insights.

4. Community Engagement Review

Healthy engagement leads to a healthy neighborhood.

• Review homeowner participation in meetings, surveys, and events
• Identify communication gaps
• Survey residents on what they want next year
• Publish an end of year community update
• Celebrate the year’s wins: projects completed, upgrades, or increased participation

5. Policy and Document Audit

End of year is ideal for reviewing and updating governing documents.

• Update architectural guidelines and rules as needed
• Review bylaws for outdated or unclear language
• Ensure meeting minutes are complete and archived
• Confirm fine schedules are easy to understand
• Clean up the HOA website document library
• Verify digital access and permissions for new and outgoing board members

Make meeting documentation easier with this guide: Meeting Minutes: A Guide to Efficient HOA Documentation.

6. Maintenance and Safety Wrap Up

Minimize January emergencies by finishing the year prepared.

• Conduct a full community walk through
• Check lighting, signage, and safety equipment
• Schedule landscaping cleanup (if seasonal)
• Review maintenance logs for recurring issues
• Plan early spring projects and secure estimates

7. Technology and Communication Reset

Strong communication builds trust.

• Update the HOA website with current documents
• Confirm email lists and communication channels are accurate
• Replace outdated files with fresh versions
• Check backend access roles and permissions
• Review site analytics to learn what residents use most
• Create next year’s communication calendar

For help improving meeting communication, see HOA Board Meeting Etiquette.

8. Board Transition and Governance Review

Good leadership makes everything easier.

• Confirm board roles for next year
• Provide onboarding materials for new members
• Review past meeting minutes for unfinished action items
• Document lessons learned this year
• Create or update a board handbook

9. Capital Improvements and Long Range Planning

Shift your HOA from reactive to strategic.

• Review and update your reserve study
• Identify 3 to 5 year projects
• Gather early estimates for major repairs
• Ensure finances support long term needs

10. Year End Homeowner Communication

End the year with clarity and connection.

• Send a budget announcement
• Highlight completed projects and improvements
• Share reminders for dues changes
• Send holiday safety tips
• Introduce new board members
• Thank the community for their support

For more budgeting support, visit Better Budget Basics.

Final Thoughts

End of year checklists do more than organize tasks. They build trust. When your community sees a board that is prepared, transparent, and thoughtful, confidence grows and engagement follows. That is the foundation of a thriving HOA.