Sample Documents

What the association contact receives, and when.

Condo Elects produces documents throughout the election to explain deadlines, support review, and track participation. These samples show how we organize that information for your association. For each one: what it tells you, when it arrives, and whether you need to act.

Every association, unit, owner and candidate on this page is fictional.

Sent to you

A few examples of what your association receives.

Condo Elects emails these to the association contact during the election. You don't need to ask for them.

  1. Sample election timeline for Sample Gardens Homeowners Association: nomination form mailing and deadline, pre-ballot notification, ballot mailing and election day, each with a date and status. Open the sample (PDF)
    01

    Election Timeline

    No action needed
    When it arrives
    With the proposal documents, before the engagement starts, and attached to draft notices during the election.
    What it tells you
    Every key date for the election, calculated from the election date: the nomination form mailing and deadline, the pre-ballot notification, the ballot mailing, and election day, each marked on track or past due.
    Sent with
    The service agreement and payment schedule, at the proposal stage.
    What to do
    None. Share it with the board or management company, and tell Condo Elects if a date needs to change.
  2. Sample pre-ballot notification: candidates, election date and time, open seats, a QR code for the election page, location, ballot instructions, election rules, and how members correct the voter list. Open the sample (PDF)
    02

    Pre-Ballot Notification

    Action needed
    When it arrives
    Sent to the association contact for review before it is mailed to members.
    What it tells you
    What members will be told: the candidates, the election date, time and location, where the election rules can be found, when mailed ballots are due, and how members correct the voter list. A QR code takes members to the association's election page.
    Sent with
    The voter list for the mailing, so you can check it at the same time.
    What to do
    Review it for accuracy, then approve it by writing to info@condoelects.com. Report anything missing or incorrect before it is mailed.
  3. Sample quorum report: number of units, valid and provisional ballots, percentage received, and whether quorum is met, followed by pages listing each ballot received by unit and date, and a Ballots In The Mail page. Open the sample (PDF)
    03

    Quorum Report

    No action needed
    When it arrives
    During the voting period, as ballots come in.
    What it tells you
    How many ballots have been received, how many are valid or provisional, the percentage received, and whether quorum has been reached. It lists each unit's ballot with the date received, and separately lists envelopes USPS has scanned that have not yet arrived. It does not show how anyone voted.
    Sent with
    A Received List and a Missing List as spreadsheets, so you can see which units have not returned a ballot.
    What to do
    None. It is there to follow participation before the meeting.

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Each sample is drawn by the same code that produces the document for a real election, using fictional records. Documents differ by election type; a recall, special assessment or election by acclamation has its own versions.