1. Outdated or Incomplete Owner Records

One of the most frequent—and most damaging—issues in community elections is starting with an inaccurate owner list. Outdated emails, missing owners, incorrect unit assignments, or changes in ownership not reflected in the roster lead to:

• ineligible voters receiving access

• eligible voters being left out

• confusion and disputes

• delays in the election timeline

How to avoid it:

Review and update the owner roster before announcing the election.
Cross-check ownership records, email addresses, and contact information.

2. Missing or Incorrect Consent Forms

Some associations require explicit consent to receive digital notices or vote electronically. When consents are missing or inconsistent, boards face compliance issues and potential challenges from owners.

How to avoid it:

Track consents throughout the year—especially for new owners.
Ensure owners understand what they are consenting to and keep forms organized and accessible.

3. Late, Inconsistent, or Insufficient Communication

Many election problems stem from owners not receiving—or not understanding—election information. When notices are:

• sent last-minute

• sent only once

• unclear or overly technical

• buried in long emails

owners feel uninformed, which reduces participation and increases frustration.

How to avoid it:

Create a communication plan:

• Announce early

• Send multiple reminders

• Keep instructions clear and concise

• Use subject lines that highlight what owners must do

Good communication is one of the strongest predictors of high turnout.

4. Confusion or Misuse of Proxies

Proxy issues are incredibly common in HOA and Condo elections:

• incomplete forms

• missing signatures

• ineligible proxy holders

• proxies submitted for the wrong meeting

• confusion about limited vs. general proxies

These errors cause major delays and require boards to spend time validating or rejecting forms.

How to avoid it:

Educate owners on how proxies work.
Provide simple instructions and examples.
If possible, centralize proxy collection to reduce mistakes.

5. Poorly Planned Election Timelines

Some communities attempt to complete an election in a few days; others stretch the process for weeks or months. Both extremes create unnecessary risk.

• Too short → owners feel rushed

• Too long → ballots get lost, participation drops, and confusion grows

How to avoid it:

Establish a clear, realistic timeline with defined stages:

• Notices

• Candidate submissions

• Voting period

• Results

• Certification

Consistency builds predictability and increases participation.

6. Lack of Transparency in the Process

Elections fail when owners don’t understand how votes are verified or counted. Even when the process is valid, unclear communication can cause doubt or disputes.

How to avoid it:

Share clear instructions and expectations:

• how owners vote

• how proxies are validated

• how ballots are counted

• how results will be presented

Transparency reduces questions and builds trust.

7. No Dedicated Support During Voting

Many election issues arise simply because owners need help:

• “I didn’t get the email.”

• “I forgot my password.”

• “My link doesn’t work.”

• “I don’t know how to submit my proxy.”

If no one is available to assist, these small issues turn into delays, stress, and complaints.

How to avoid it:

Have a support plan:

• designate who assists owners

• track issues as they arise

• respond quickly

• ensure owners know where to ask for help

Even a simple support structure dramatically improves the election experience.

Successful HOA and Condo elections don’t require complex systems—they require clarity, preparation, and consistency.
By avoiding these seven common pitfalls, communities can reduce stress, increase participation, and ensure a fair, smooth election cycle.

If your community is preparing for its next election, use this list as a practical starting point for planning a more organized and predictable process.

📖 You can also read our post: How to Optimize Your HOA Election Process