How to Locate HOA Documents, Violations, and Special Assessments

Whether you’re buying a house or just trying to understand your neighborhood, one important question is: Is the property governed by a Homeowners Association (HOA), and if so, what rules, fees, or problems come with it? Before committing to a property, it’s smart to check if it’s under an HOA, review the rules, and determine if there are any outstanding violations or liens. 

The good news is that you don’t have to guess. Many HOA records are filed in public records, and others can be requested directly from the association or its management company. Generally, locating HOA documents requires knowing the offices that hold the document, what documents you can request from your HOA, the steps to take to access HOA documents, and how to check for liens and violations. 

HOA Records: What’s Public vs. What Isn’t

If a property is in an HOA, some of its records are open to the public, while others are private and accessible only to members. Knowing which records are publicly available and which are restricted helps you understand what information you can request before buying or dealing with an HOA property. Generally, people access HOA records to confirm rules, unpaid assessments, or basic details that affect buying, selling, or remodelling. 

HOA information is generally available from the following sources:

• County Recorder/ Land Records Office: officially recorded documents, such as Declarations of Covenants (CC&Rs), plats, recorded easements, and liens or notices of special assessments, are typically filed here.
• HOA or Management Company: day-to-day records, such as meeting minutes, rules, financial statements, violation notices, and owners' lists, are kept with the association or its manager.
• HOA Website or Owner Portal: many associations post buy laws, rules, forms, and recent minutes online for owners.
• Title Company: when a property is sold, the title report or resale certificate will list assessments, liens, and governing documents.
• County Tax Office: special assessments, if charged through the county, and property tax liens may be listed here. 

Some HOA records are public information and may be easily accessed through county offices or court files. Knowing what’s public helps buyers and owners spot key information about dues, restrictions, and any disputes. Generally, documents that establish the HOA as a legal entity and define the rules and regulations for the community are publicly available records, including:

• Recorded CC&Rs/ Declaration 
• Articles of Incorporation
• Plats and recorded easements
• Recorded liens and some special-assessment notices
• Resale certificates filed at closing
• Court filings

Beyond public filings, HOA members have broader rights to inspect the association’s official records after submitting a written request to the board or management company. The following are HOA-maintained records that owners can generally request: 

• Bylaws, rules, regulations, and policies
• Membership directory
• Meeting minutes
• Financial records and budgets
• Contacts and bids
• Insurance policies
• Ballot and proxies

HOAs are required to protect certain information to preserve the privacy of residents and the association. To this end, not all HOA records are open to owners or the public. Some records are restricted to protect confidentiality or sensitive internal business. These confidential records include:

• Individual homeowner contact list and personal data
• Detailed violation files and correspondence
• Complete financial statements
• Individual account balances and payment histories
• Attorney-client communications
• Ongoing legal matters
• Internal staff records
• Executive session minutes

How to Confirm If a Property Is in an HOA (and Identify the HOA)

Before buying or dealing with a property, it is essential to know if it is subject to an HOA. A quick check can save surprises about rules, fees, or restrictions. Here is a workflow you can follow in most counties to confirm if a property is in an HOA:

• Gather basic information.
  • Property address.
  • Parcel ID or APN.
  • Current owner name.
  • Approximate sale or listing date.

• Check the listing.
  • Look at the seller's disclosure; they usually state “HOA: yes/no” and list dues. 
  • Ask the listing agent if the property is an HOA.

• Look for HOA language in the deed or recorded documents. 
  • Search the county recorder/register of deeds online for the property deed or the recorded CC&Rs. If CC&Rs are recorded against the lot, it’s in an HOA.
  • If the online search is unclear, call or visit the recorder’s office with the address or parcel number and ask them to search for the CC&Rs or a declaration recorded to that parcel.

• Search the county tax assessor/parcel page.
  • Many assessor pages list “association” or show the plat name. The parcel map/plat can show “Subdivision: [Name]” – that subdivision name usually signifies an HOA.

• Run a title search or get the preliminary title report.
  • A title company’s commitment or resale certificate shows recorded CC&Rs, liens, and the legal HOA name. 
  • If you’re buying, your title work will reveal the HOA. You can request a mini-title search if you’re not yet under contract.

• Check the plat map or subdivision name.
  • Plat maps show subdivision names. A named division usually has CC&Rs and an HOA.

• Search online by subdivision and HOA, or property address and HOA.
  • Many management companies maintain public pages. You can conduct a web search using the subdivision name and HOA or the address and HOA.

• Use the Property Records Search tool on RecordsFinder.
  • Enter the address of the property or the owner’s name.
  • Look for deed history or document history. The deed’s “title description” or “lega description” will mention if the lot is subject to CC&Rs or is part of a subdivision.
  • Check the Judgments and Foreclosures sections. Sometimes HOA-related liens are recorded in lien records. If you see an HOA fee lien or a notice of lien by association, it strongly suggests HOA membership.

• Look for physical clues on-site.
  • HOA signs at entry, common-area landscaping, private roads with gated entries, or posted rules are strong clues of an HOA.
  • Watch out for shared amenities, such as a community pool, gates, or a clubhouse, which can sometimes indicate the presence of an HOA in the neighborhood.

• Ask the neighbors or the property manager.
  • Neighbors and property managers typically know the name of the HOA and its management company.

• Contact a title company or real estate agent.
  • These professionals can assist in confirming HOA status and provide the HOA name and contact information.

How to Find HOA Documents in Public Records

If you need to know the rules, fees, or legal issues tied to a home, finding the HOA document is one of the smartest first steps. Many key HOA documents, especially the foundational rules, are public records. This means that you can find them without needing to contact the HOA itself. Below is a guide that answers the question of how to get HOA documents.

For online searches:

• Find your county assessor/GIS website. 
• Search the county recorder’s site by instrument number, name, or subdivision name. Many recorders let you search by keyword, for example, Subdivision Name or CC&Rs.
• Download the recorded CC&Rs, plats, and any applicable liens. Save the instrument number and recording dates.
• Search the recorder for “resale certificate” or “disclosure” if recorded. 
• Use the recorder’s index. If you know the HOA name, search the guarantor/grantee index.

For in-person searches:

• Go to the county recorder or register of deeds with the property address or APN. Ask for the recorded instruments for that parcel.
• Ask for copies of the Declaration/CC&Rs, plat, and any recorded liens or special assessment filings.
• If you need certified proof, request certified copies of the HOA documents. 

To obtain HOA documents from the HOA or the management Company:

• Contact the HOA or management company to ask about getting the HOA documents.
• Request a resale certificate if you’re buying; sellers usually provide this. 
• If you’re an owner, ask about the HOA’s document request policy. Many states require HOAs to provide certain records to owners.

HOA paperwork outlines the rules, fees, and responsibilities associated with a HOA property. By pulling the correct documents and understanding their meaning, you can avoid surprises and make an informed decision before buying or selling.

Declaration of Covenants, Conditions & Restrictions (CC&Rs)

Why pull it

• This is the HOA’s foundational document. It establishes homeowner obligations, assessments, use restrictions, and the association's powers. 

How to Read

• Look for the recording or instrument number and recording date at the top.
• Read the section for property use restrictions. This is where you will find what you can and can’t do with your property, including pets, parking, and short-term rentals.
• Look for the section on architectural guidelines. It outlines the guidelines for the appearance of your home, including exterior paint colors, landscaping, and exterior modifications.
• Check sections on assessments or dues. This explains your financial obligations. How much are the dues, and what do the dues cover?
• Find the section on enforcement policies. It will explain what happens if you break a rule. It also details the process for receiving notices, incurring fines, or facing legal action.
• Note any termination or amendment clauses; CC&Rs are usually amended over time.

Plat Maps

Why pull it

• Plat shows lot lines, easements, and sometimes maintenance boundaries.
• It shows you where the common areas are.

How to read

• Look at the drawing to understand where your property’s legal boundaries are located. Pay attention to any labeled easement, including utility and right-of-way easements. 
• Look for labels that indicate a “common area.” It identifies property that the HOA owns and is responsible for, such as parks, pools, and greenbelts.

Bylaws and Articles of Incorporation

Why pull it

• Bylaws outline the broad structures, election rules, meeting and notice requirements, and member voting rights, while articles of incorporation detail the HOA’s corporate basics. 
• Bylaws and articles of association tell you how the HOA operates.

How to read

• Find the rules for board member selection and quorum requirements. These affect how decisions are made.
• Look for any unusual voting thresholds.

Recorded Liens or Notice of Special Assessment

Why pull it

• These show active collection actions or assessments recorded against the property.
• They are red flags and can affect the title and sale.

How to read

• Look for the note amount, recording date, and instrument number. 
• Treat a lien like a debt attached to the property.

Meeting Minutes and Budgets

Why pull it

• Minutes show recent board decisions, while the budgets reveal how the HOA utilizes its financial resources.

How to read

• Look for discussions about unpaid debt or deferred maintenance in the minutes.
• Watch out for planned major projects or repeated violations that indicate problems.

How to Check for Violations, Liens, and Special Assessments

HOA problems typically involve HOA violations, unpaid dues that have become liens, or unexpected special assessments. HOA violations refer to the rules that the HOA enforces, such as parking regulations or exterior modifications. Liens are a public claim the HOA files on the title for unpaid dues or fines, while special assessments are a one-time charge the HOA levies for significant repairs or unexpected expenses.

Finding out if a property has any outstanding HOA violations, liens, or special assessments requires a combination of public record searches and official requests. You may check for HOA violations by following this guide:

• Start at the county recorder or register of deeds offices. You will find recorded liens, foreclosure filings, and judgments. If a lien exists, it will show the amount owed, the date it was filed, and the name of the person who filed it. 
• Ask the title company for a preliminary title report; review the exceptions for CC&Rs, recorded liens, and assessments.
• Check the HOA records. You will find current and pending violations, due balances, unpaid assessments, and upcoming special assessments. 
• Contact the HOA or management company and request the current payoff statement, any open violations against the property, and notices of pending special assessments.
• Check the HOA meeting minutes and budgets for votes on special assessments or ongoing enforcement campaigns. Look for references to fines, major repairs, or lawsuits that could trigger a special assessment.
• If buying, request the resale certificate. It helps you determine if the current owner has any outstanding violations or unpaid dues.

How to Get Proof from the HOA or Seller

When it comes to HOA properties, not all critical details, such as the property’s financial status and compliance with HOA rules, are readily available in public records. They sit on the HOA’s files, which means you can’t just look them up online. However, there are legitimate ways to get proof from the HOA or the seller.

If you already own the property, the HOA or its management company is required to provide you with specific documents on request. You may request the following written proof from the HOA.

• Account Statement: show your dues history, balances, fines, or credits.
• Violation Letters: if you have been cited, you can request copies.
• Special Assessment Notices: these are usually sent out in writing and can be reissued if you misplaced them.
• Meeting Minutes and Budget Summaries: help identify upcoming expenses that may lead to assessments.

Buyers can also get proof from the seller or HOA. Although buyers do not have the same rights as owners, the law typically requires sellers to provide HOA documents before closing. Depending on the state, this packet may be referred to as a Resale Certificate, Disclosure Packet, or Estoppel Letter.

The packet typically includes information on: 

• Whether the property has unpaid dues or fines.
• Any active or pending HOA violations.
• Details on upcoming special assessments.
• The HOA’s rules, budget, and insurance coverage.
• The HOA contact information.

FAQs About HOA Documents, Violations, and Special Assessments

Here are straightforward answers to the most common questions people have about HOA records.

Are HOA documents public?

Some records are public while others aren’t. The governing documents, such as CC&Rs, bylaws, and amendments, are usually recorded with the county and are public. However, day-to-day records, such as budgets, violation letters, or payment histories, are private and kept by the HOA or management company.

How do I find CC&Rs for my property?

Check the county recorder’s office or its website for recorded deeds and subdivision plats. The CC&Rs are typically linked to the subdivision and will be listed there. If you can’t find them, you can request a copy from the HOA or management company. 

Can I see HOA violations for a specific property?

No. As a member of the general public, you cannot view HOA violations for a specific property. HOA violations are treated as confidential between the HOA and the owner. The only way a buyer can see them is through the resale certificate/disclosure packet, which the seller must provide before closing.

How do I check for special assessments?

To know if there’s a current or upcoming special assessment, you need the HOA’s disclosure packet, if you’re buying, or request a written confirmation directly from the HOA or management company, if you’re the owner.

Where do I find the contact info for the HOA/management company?

Start with the county’s assessor’s records–many counties list the HOA or management company tied to each subdivision. You can also check the state’s corporate filings (if the HOA is a registered nonprofit) or look for signs at the entrance of the neighborhood. Realtors and title companies often have the contact details too.