Email for HOAs: announcements, votes and records your board can stand behind

GetCommunityMail is an email announcement service built for homeowners associations: board members send from their normal inbox to one list address, every homeowner receives an individual copy with a working unsubscribe, and the association keeps a record of every send. No resident logins, no app to push, no marketing platform to learn.

The problems HOAs actually have

Boards inherit member lists in spreadsheets, send from a personal Gmail in BCC, and hope. Then the annual meeting notice lands in spam, a homeowner claims they were never notified about the assessment, and there is no record to point to. Property managers change, board members rotate every election, and each handover risks the list itself.

GetCommunityMail keeps the list as the association's property, not a volunteer's. Approved senders change with the board; the list, the history and the records stay put.

How it works

Your association gets its own address, like oakridge@lists.getcommunitymail.com. A board member writes a normal email to that address, receives a preview back, and approves it with one click. Every homeowner then receives an individual copy. Attachments such as meeting packets and budgets become secure links automatically, so large PDFs never clog inboxes.

Notices, votes and meetings

Meeting notices go out with a dated, logged send you can cite in the minutes. Event invitations collect RSVPs with one click, so you know numbers for the annual meeting. When the association votes by ballot, each homeowner gets a unique one-time voting link; secret ballots keep identity and choice separate by design, and the result comes with turnout and quorum figures ready for the record.

Common questions

Do homeowners need to create accounts? No. Homeowners only ever receive email and click links. There is nothing to sign up for and nothing to install.

Who can send to the list? Only senders the board has approved, from the email addresses you register. Anyone else who emails the list address is refused, and the attempt is logged.

Can we prove a notice was sent? Yes. Every send is recorded with its content, time and recipient outcomes (delivered, bounced, unsubscribed), which is exactly what you want behind you when notice requirements are questioned.

What does it cost? The core announcement service is free for community associations. Capacity features, reminders and formal ballots are part of paid plans; see pricing.