Creating the perfect new homeowner welcome packet is a challenge that every board should strive to achieve year on year.
The needs, interests, and trendy small gifts may change from year to year, but the one thing that should be done personally, every time, is writing the welcome letter.
A welcome letter makes each packet far more personal - inviting new homeowners to feel welcomed and enjoy the community rather than simply delivering a stack of rules and procedures. It also banishes any worries that a homeowner might have about your governing style.
Let's dive into six best practices for writing a welcoming letter that your new residents will love.
If you're wondering whether the letter should be formal or friendly - always go with friendly.
A light, casual tone will assure new residents that it's safe to relax and that the HOA is on their side when it comes to getting to using the amenities and getting to know the ways of the community.
Write as if you were speaking to a friend, or giving a friendly tour in person.
Always personalize, even if you copy-paste the best parts of previous letters (as we all do), make sure you greet each new resident family by name and mention any small personalizing details - like welcoming their dog to the community dog park or their children to the weekly pick-up soccer game.
Introduce yourselves! Mention the association board members (AKA: the welcome wagon) by name and let your new residents know whom they should talk to if they have specific needs around the neighborhood.
It really helps to highlight that the HOA board is made of friends and neighbors, not just a shadowy circle of chairs.
Paint a word picture of the amenities as you give a light written tour of the neighborhood. Welcome the new residents to the pool, gym, parks, sports courts, and clubhouses, and describe what makes each uniquely appealing.
Don't forget the hours and any useful equipment information. Use vivid and warm descriptions to make new residents feel that they really ought to check out each amenity and remind them that they are now partial owners of everything in the community.
This is a great way to help encourage shy new residents who might otherwise miss out on the best perks of HOA living.
If you have any events in the next few weeks or months, extend a formal invitation. Cordially invite new residents to attend and to bring their significant other or children along with them.
Speaking from experience, a warm invitation to the upcoming Halloween or holiday party can help a new family come out of their shell.
Children reading the letter may also become a motivating force with a desire to eat candy and meet their new down-the-street friends.
Finally, this is your first and best chance to get a new involved homeowner into HOA meetings. Invite new families to join your HOA meetings and get involved in issues they are curious about, could have fun with, or want to influence in the community.
A new HOA homeowner will bring new ideas and energy if they choose to get involved - and they will know the option is open if a motivating reason to get involved arises in the future.
Writing a warm welcome letter for your new HOA residents is a wonderful way to invite them into the community, get them involved as a member, and remind them that every lovely amenity is partially theirs to fully enjoy.
It is the perfect introduction to your new resident packet that will make your CC&R and watering day leaflets feel more like getting notes and pointers from a new friend. Or rather, a council of new friends.