The Board Toolkit
Five documents a Board can use to run a management search properly, whether or not it ever uses BoardMatch. No form, no email address, no drip sequence. Download them, edit them, send them under your own association’s letterhead.
Use them, edit them and distribute them without attribution or permission. They are not legal advice — have your counsel review any notice or contract before it goes out.
HOA management RFP template
WordA complete request for proposal your Board can send on its own. Community profile, a scope worksheet where every line must come back included, extra with a price, or not offered, a full ancillary fee schedule, staffing and contract questions, and the reference language.
- The three-state scope declaration
- A 23-line ancillary fee schedule
- Year 2 and year 3 in the company’s own numbers
- The questions Boards leave out
Management company scorecard
ExcelScores up to four proposals on the criteria your Board weights, and separately computes what each one actually costs over three years using that company’s own escalator and its own ancillary schedule. Every cell is a live formula.
- Weighted scoring, weights you set
- Three-year cost, escalator compounded
- Rank by score beside rank by cost
- A worked example already filled in
Interview questions that get real answers
WordFor the meeting after the proposals arrive. Written to be asked of the manager who would actually run your community rather than the person selling the contract.
- “Walk us through a community you lost”
- Vendor rebates, retained interest, ancillary revenue
- What it costs to leave, asked while they are still selling
- A signal-scoring table for straight afterwards
Termination / non-renewal letter
WordA model notice letter with the four things Boards most often get wrong called out first: the notice window, the delivery method, the notice address, and whether the Board actually authorized it.
- The four pre-send checks
- A full records demand list
- What to do if you are terminating for cause
- What to do after it goes out
Transition checklist
ExcelForty-six tasks from the day the Board votes to ninety days after the new company starts, each with an owner, a due date and one line on why it matters.
- Notice, selection, contracting, records, money
- The records handover, itemized
- Banking and signatory changes, in order
- A day-90 review that becomes your baseline
Why these are free, and not behind an email form
Because a gated download gets linked to by nobody, and the point of these is that other people link to them. Also because the part a volunteer Board genuinely cannot do alone is not writing the RFP — it is getting four companies to answer it in the same format, on the same deadline, and then comparing what comes back on a three-year basis. That is the part BoardMatch does, and it is free for Boards too.
If you would rather not run the process yourself, start a bid. One intake form, about eight minutes, and your comparison lands on day 30 — day 15 if you ask for the rush report.
Start with what you already know.
You know your unit count. You know what your current management does well and what it does not. That is enough to begin.
Free for Boards. No calls until you ask.