HOA Sales & Refinance FAQ

HOA Manager Role and Process

Who’s Involved

Homeowner (seller or refinancing owner)

Buyer (sale transactions only)

Real estate broker and agents

Lender

Escrow company

Homeowners Association (HOA)

HOA manager (Keybox)

HOA Manager Role

Acts on behalf of the HOA

Prepares required HOA disclosures and certifications

Provides association information to escrow and lenders

Does not control escrow, lenders, or closing timelines

Covered by Monthly HOA Management

Financial reporting

Assessment billing and collections

Vendor coordination

Owner communications

Compliance and routine administration

Sale & Refinance Only

Escrow demand statements

HOA certifications

Lender questionnaires

Separate from routine HOA management

Transfer & Compliance Documentation Fees

Applies to sales and refinances only.

The applicable fee is established pursuant to the Association’s management agreement and Board authorization.

Processing begins once the request is received and the required fee is paid.

Fees are non-refundable once processing has begun.

Working with Escrow, Lenders & Agents

We coordinate directly with escrow and lenders upon formal request.

HOA documentation is prepared in accordance with statutory requirements.

Keybox provides HOA documentation only and does not represent the buyer or seller in the transaction.

If separately retained as a licensed real estate broker, handling may be streamlined as permitted.

In Short

Monthly management covers ongoing HOA operations

Sales/refis require statutory documentation

Fees are established by agreement

Processing begins after payment

We support escrow with HOA documentation

Quick Timeline: HOA Demand / Questionnaire

Please designate one escrow contact to coordinate HOA items with Keybox.

1

Offer Accepted / Refi Opened

Escrow or lender opens the file.

2

Escrow Contact Assigned

Single point of contact communicates with Keybox.

3

Request & Fee Submitted

Escrow submits request and arranges payment.

4

Payment Confirmed

Processing begins after payment confirmation.

5

HOA Disclosures Delivered

Documents provided to escrow for closing.

6

Buyer Forms Submitted

Four required HOA forms must be completed and returned before close so the buyer can be added to Association records.

HOA documents are prepared after formal request and payment. Escrow and lender timelines remain outside HOA control.

Common Buyer Questions Before Making an Offer

Monthly HOA dues

HOA reserve balance

Pet rules

Rental restrictions

Deferred maintenance or major upcoming projects

This information is commonly requested prior to submitting an offer.