Changing HOA management companies is a big decision—and one that can bring positive change to your community. But like any transition, the process comes with a few moving parts. Whether your board has already signed with a new company or you’re just exploring options, here’s what you can expect during a management transition—and how to make it a smooth one.
A Thoughtful Transition Plan
Once a new management company is selected and the agreement is signed, the transition process begins. A professional company will create a clear transition timeline and checklist so the board knows exactly what to expect, and when. This plan should include milestones like system setup, document transfers, homeowner communication, and key vendor coordination.
Information Transfer from the Previous Management Company
The new management team will request important documents and records from your current provider, such as:
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Financial statements and startup funds
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Governing documents (CC&Rs, bylaws, policies)
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Owner contact lists and account ledgers
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Vendor contracts and maintenance records
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Architectural and compliance logs
Some transitions are smooth, while others may require board support if the outgoing company is slow to respond. A good management partner will help you navigate this diplomatically and professionally.
Communication with Homeowners
Clear communication is key during a transition. Homeowners should be notified about:
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The official start date of the new company
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New contact information and office hours
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How to access the resident portal
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Where and how to pay assessments going forward
Your new management company should provide welcome letters, portal invites, and customer service support to reduce confusion and ensure a positive first impression.
Account Setup & Software Integration
Behind the scenes, the new company will set up your community in their systems. This includes building out your financials, loading homeowner records, and configuring online portals for payments, compliance, and communication. Depending on the complexity of your community, this may take a few weeks, but progress and realistic timelines should be clearly communicated along the way.
Getting to Know Your Community
A great management company doesn’t just take over, they take the time to learn. Expect early walkthroughs, board orientation meetings, and a lot of questions as they familiarize themselves with your priorities, outstanding action items, and plans. This learning phase is essential for building a strong working relationship.
Ongoing Support and Regular Updates
The first 30, 60, and 90 days are crucial for setting the tone. Your new management team should provide regular updates to the board on progress, any outstanding issues, and what to expect next. If something feels off, don’t hesitate to speak up, strong communication goes both ways.
Considering Changing Management Companies?
Transitions can feel overwhelming, but with the right partner, they don’t have to be. At Arizona Community First, we guide boards through a transition, minimizing disruption and setting your community up for long-term success.
Let’s talk. We’d be happy to walk you through our transition process and answer any questions you have about making a switch.
