HOA dues keep your community running. The funds that were collected from the homeowners are used to maintain landscapes and to cover insurance, utilities, and essential repairs. So when a homeowner falls behind on payments, it can put pressure on the board and the entire budget.
Here’s a simple guide to help HOA boards in California respond the right way.
1. Check Your Governing Documents
Before taking any action, review your HOA’s bylaws, CC&Rs, and collection policy. Check the part where the following are discussed:
– When dues are considered late
– Whether there’s a grace period
– Any fees or penalties that apply
– Steps required before formal collection begins
Based your decision on what is reflected in your HOA’s guidelines.
2. Send a Friendly Reminder.
Sometimes, due to busy schedule, homeowners tend to forget to pay their dues so, it will be of great help to start by sending a simple, polite reminder.
Example:
“We noticed your HOA dues for [Month] haven’t been received. Let us know if you need help or have any questions.”
3. Set Clear Deadlines and Offer Grace Periods
If your HOA allows a grace period (e.g., 10–15 days after the due date), make sure that it is included in your communication and that the homeowners understand very well this clause. Likewise, you should also be transparent about the repercussions or penalties once payment is not received.
4. Communicate With Empathy
Everyone goes through tough times — job loss, illness, unexpected expenses. When you approach late payments with understanding, homeowners are more likely to cooperate.
Offer flexible payment options when possible, and encourage homeowners to reach out if they need help. A little empathy can prevent a situation from escalating.
5. Follow Your Collection Process Carefully
If reminders and grace periods pass without a response, you’ll need to follow your formal collection process. This may include:
• Late fees
• Demand letters
• Involving your HOA manager or legal counsel
• Placing a lien, if necessary (as a last resort)
This process should always follow California’s HOA laws and your own governing documents. Never take personal action — keep it procedural and consistent.
6. Lean on Your HOA Manager
You don’t have to handle this alone. At Grayson Community Management, we support boards by managing communication, tracking payments, and helping with collections — all while keeping things respectful and by the book.
Final Thought
It’s never fun to deal with late dues, but how you handle it matters. A clear, fair, and human approach protects your community and your relationships.
Need help managing dues and collections?
Grayson Community Management supports HOA boards across California with professional, people-first property management.
📩 Learn more at graysoncm.com
Because strong communities are built on trust — and supported by clear processes.
Published on May 21, 2025