Washington HOA Compliance Checklist

Managing a small HOA in Washington means staying on top of requirements under the Washington Uniform Common Interest Ownership Act (WUCIOA). This checklist covers the key obligations for self-managed associations.

Annual Meeting Requirements

• Hold an annual meeting of unit owners. Most HOAs hold theirs in Q1 or Q4 — pick a date and keep it consistent.
• Give 14-day written notice before any meeting. Notice must include the meeting date, time, location, and agenda.
• Meet quorum requirements (typically a percentage of unit owners defined in your governing documents, often 25–33%).
• Record meeting minutes and make them available to members within 30 days.

Financial Obligations

• Adopt a budget before your fiscal year starts. Members must receive a copy at least 30 days before the budget takes effect.
• Keep financial records — bank statements, invoices, contracts — for at least 7 years.
• Annual financial statement must be made available to members within 90 days of fiscal year end.

Records Requests

Under WUCIOA, members have the right to inspect association records. When a request comes in:

• Acknowledge within 10 business days of receiving the request.
• Provide the records within 21 business days of acknowledgment (unless a longer time is mutually agreed).
• Allowable records include financial statements, minutes, contracts, insurance policies, and governing documents.

Fourplex automatically calculates these deadlines and sends reminders when a records request is logged.

Governing Documents

• Keep current copies of your CC&Rs, bylaws, and rules and regulations on file and accessible to members.
• File with Washington Secretary of State if your HOA is incorporated (annual report required each year).
• Track your SOS registration date and renew annually.

Insurance

• Maintain property and liability insurance as required by your governing documents.
• Review coverage annually at renewal time.
• Keep policy documents accessible to board members.

Common Compliance Mistakes

1. Missing the 14-day meeting notice — even by one day can invalidate a meeting.
2. No written records of records requests — without documentation, you can't prove you responded in time.
3. Informal budget approval — budgets need to follow the proper notice process.
4. Letting SOS registration lapse — this can affect your HOA's legal standing.

How Fourplex Helps

Fourplex pre-populates your compliance calendar with Washington state deadlines and sends automatic reminders before each one. When a records request comes in, logging it in Fourplex automatically calculates your 10-day and 21-day deadlines.

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This guide is for informational purposes only and does not constitute legal advice. Consult an attorney for advice specific to your HOA.