Collecting assessments is the financial backbone of any homeowners association. Most payment disputes come down to communication. A clear letter states the amount, the due date, and the consequences. It gives the owner a way to pay and a way to respond if they believe there is an error.
For Washington associations, Chapter 64.38 RCW (Homeowners' Associations) may set rules for assessment collection and liens. Your declaration and collection policy carry the rest. Before you adapt this template, check your documents and the statute at the official source: Washington State Legislature: Chapter 64.38 RCW.
This is a template, not legal advice. Your governing documents and Chapter 64.38 RCW (Homeowners' Associations) control the real requirements, and they change. Does something have legal consequences? Check it against your documents, the statute at the link above, or an attorney licensed in Washington.
The template
Copy it, fill in every [bracketed field], and delete what you don't use. Want the occasional practical resource for self-managed boards? Leave your email. Or skip straight to the document.
[Community Name] Homeowners Association, Inc.
[Association Mailing Address]
[City, Washington ZIP]
[Date]
SENT VIA: [First-class mail / certified mail / email / owner portal /
method required by your governing documents]
[Owner Name(s)]
[Owner Mailing Address]
[City, State ZIP]
RE: Assessment Account Status: [Property Address / Lot Number]
[Community Name] Homeowners Association
Dear [Owner Name(s)],
This letter is a notice regarding your assessment account for the
property listed above.
ACCOUNT SUMMARY
Current assessment amount: $[Amount] per [month / quarter / year]
Payment due date: [Date]
Balance due: $[Amount]
[If applicable:]
Late fee: $[Amount] (applied after [Date / grace period])
Interest: [Rate]% per [month / year] (if permitted
by your documents)
Other charges: $[Amount] for [description, e.g.,
returned payment fee]
TOTAL AMOUNT DUE: $[Amount]
PAYMENT INSTRUCTIONS
Please remit payment by [Due Date] using one of the following methods:
[ ] Check: Mail to [Association Address], payable to
[Community Name] Homeowners Association
[ ] Online: [Portal URL or instructions]
[ ] ACH / Bank Transfer: [Account details if offered]
[ ] In person: [Drop-off location and hours if offered]
LATE FEE AND INTEREST POLICY
[State your late fee and interest policy exactly as your documents
provide. Example: "A late fee of $[Amount] is applied to any balance
not paid within [Number] days of the due date. Interest accrues at
[Rate]% per [month / year] on unpaid balances, as permitted by the
Declaration."]
IF YOU BELIEVE THIS NOTICE WAS SENT IN ERROR
If you have already made this payment, if you have a payment plan on
file, or if you believe there is an error in your account, please
contact us at [Email / Phone] or reply in writing to the address above.
We would much rather resolve this with a conversation than pursue
further action.
[NEXT STEPS IF NOT PAID: Describe the association's next step if the
balance remains unpaid. Example: "If payment is not received by
[Date], the Association may [send to collections / file a lien / refer
to counsel / suspend privileges], as permitted by the governing
documents and applicable law." Consult your documents and, if needed,
association counsel for this language.]
Thank you for your attention to this matter and for your continued
support of [Community Name].
Sincerely,
_________________________________
[Name], [Title, e.g. Treasurer / Property Manager]
On behalf of the Board of Directors
[Community Name] Homeowners Association, Inc.
[Email] | [Phone]
cc: Association file: [Property Address], assessment notice, sent [Date]
by [method]
How to use it
- Fill every [bracketed field] with the exact amounts and dates from the owner's account. Avoid rounding or estimates.
- State late fees and interest only if your documents permit them. Quote the rate or amount exactly as your declaration or policy provides.
- Give the owner at least one way to pay and one way to ask questions. Owners who feel trapped are owners who fight.
- Log every letter in the association records. Note the date, method, and balance at the time of sending. Consistent records protect the association if the account goes to collections or court.
- Send the same letter, on the same schedule, to every delinquent owner. Selective collection invites claims of unfair treatment.
Washington law on HOA assessment collection
Washington has more than one statute that may apply to HOA assessment collection. Older associations often fall under RCW 64.38 (Homeowners' Associations). Newer communities created after July 2018 may fall under RCW 64.90 (Washington Uniform Common Interest Ownership Act). Check your governing documents and consult legal counsel to determine which chapter governs your association. This page is a template, not legal advice.
Your declaration and collection policy carry the rest of the detail. Careful boards adopt a written collection policy and follow it the same way for every owner.
Read the full text at the official source: RCW 64.38.
Standard elements of an assessment letter
A clear assessment letter includes all of the following:
- Amount due. State the total owed, broken down by principal, any accrued late fees, and any other charges your documents permit.
- Due date. State when the payment was originally due and when it becomes delinquent if not already.
- Payment instructions. Give the address, portal link, or ACH details the owner needs to pay.
- Late fee disclosure. If your documents allow late fees, state the amount or rate and when it applies.
- Contact for questions. Give the owner a name, email, or phone to reach if they believe there is an error.
These are standard items for any HOA. Your declaration or collection policy may add more. Check your documents before your first letter goes out.
Washington HOA assessment letter FAQ
- What is the difference between a dues statement and an assessment letter?
- A dues statement is a routine invoice. An assessment letter is a formal notice that a balance is past due or that action will follow if it is not paid.
- When should a Washington HOA send an assessment letter?
- Check your collection policy and declaration. Many associations send a formal letter after the payment is past due and a reminder has gone unanswered.
- Can a Washington HOA charge late fees on past-due assessments?
- Read your declaration and governing documents. Many declarations allow late fees. The rate or amount is set in the documents, not by the board.
Boards also use Lantern community spaces to share schedules and updates with residents.
What this looks like in Lantern
The template is the document. The hard part is getting it to every owner and knowing it arrived. A mail merge can't do that. Here is the same document sent through the app:
The paperwork is the easy part
Lantern gives self-managed communities the rest. You get amenity schedules, an events calendar, notices that arrive, and records that survive board turnover. It is free to start, and you need no board approval.
Track who has paid and send reminders in one place.
Start a free community space