New Jersey HOA & condo law, in plain English

[Date]

The Board of [Association name], c/o [manager or secretary]

Re: Reserve study, [unit address]

I own [unit]. Under N.J.S.A. 45:22A-44.2, the association must have a reserve study, including a 30-year funding plan, updated at least every five years.

Please send me a copy of the association's most recent reserve study and tell me: (1) the date it was completed; (2) whether it was a full study with a site visit or an update; and (3) when the next study is due and whether it has been commissioned.

[If a condominium: I also ask to inspect the accounting records showing reserve contributions and expenditures for the last [two] fiscal years under N.J.S.A. 46:8B-14(g).]

Thank you. An email reply is fine.

[Name, unit, mailing address, telephone, email]

[Date]

The Board of [Association name]

Re: Reserve funding route under N.J.S.A. 45:22A-44.3

I own [unit]. N.J.S.A. 45:22A-44.3, as amended by P.L.2025, c.132, allows an association that existed on 8 January 2024 to fund reserves according to a plan in its most recent study, or at 85% of such a plan with a 20-point bold notice to owners. Associations formed after that date must fund to a plan.

Please tell me in writing:

(1) whether the association existed on 8 January 2024;

(2) which funding plan in the most recent study the current budget follows, and the study's date; and

(3) whether the board has elected to fund at 85% and, if so, for which fiscal years.

[Name, unit, mailing address, telephone, email]

[Date]

The Board of [Association name]

Re: Notice of 85% reserve funding, N.J.S.A. 45:22A-44.3(e)(2)

I own [unit]. Where an association elects to fund reserves at 85% of a plan in its study, it must send all unit owners a notice in 20-point bold type before adopting each budget, stating the election, the year in which a special assessment or loan is anticipated, and the anticipated amount of that special assessment or loan.

Please send me a copy of every such notice the association has sent since 21 August 2025, with the date each was sent. If the association has not elected 85% funding, please confirm that in writing.

[I am preparing to sell my unit and need the most recent notice to give to my buyer before the contract is signed.]

[Name, unit, mailing address, telephone, email]

[Date]

The Board of [Association name]

Re: Reserve study credentials, N.J.S.A. 45:22A-44.2

I own [unit]. N.J.S.A. 45:22A-44.2 requires the reserve study to be performed or overseen by a reserve specialist credentialed through the Community Associations Institute, or a New Jersey-licensed engineer or architect. Since P.L.2025, c.132, it must also be reviewed by a licensed architect, engineer or credentialed reserve specialist.

For the study dated [date], please tell me:

(1) the name, firm and credential or license number of the person who performed or oversaw it;

(2) the name, firm and credential or license number of the person who reviewed it; and

(3) the date of the most recent site visit.

[Name, unit, mailing address, telephone, email]

[Date]

The Board of [Association name]

Re: Reserve contribution in the [year] budget, N.J.S.A. 45:22A-44.3(a)

I own [unit]. N.J.S.A. 45:22A-44.3(a) requires the association to obtain a reserve study with a 30-year funding plan so that it has adequate reserve funds without need to create a special assessment or loan obligation, except as permitted.

The [year] budget shows a reserve contribution of $[amount]. Please tell me:

(1) which funding plan in the most recent study this follows;

(2) how much that plan calls for in [year]; and

(3) if the budget is below that amount, which provision of N.J.S.A. 45:22A-44.3 the board relies on.

[Name, unit, mailing address, telephone, email]

[Date]

The Board of [Association name]

Re: Planned special assessment or loan

I own [unit]. N.J.S.A. 45:22A-44.3(a) aims for adequate reserves without need for a special assessment or loan obligation, except as permitted. I would like to plan ahead.

Please tell me whether the board anticipates any special assessment or loan in the next five years and, for each: (1) its purpose; (2) the estimated amount and my unit's share; (3) the expected year; (4) whether it would be a special assessment, a loan, or both; and (5) the provision of the governing documents or statute, such as N.J.S.A. 45:22A-45a for structural corrective maintenance, under which the board would act, and whether an owner vote is needed.

[Name, unit, mailing address, telephone, email]

[Date]

To: Fellow members of the Board of [Association name]

Re: Proposal to commission a reserve study, N.J.S.A. 45:22A-44.2

Our most recent reserve study is dated [date / we have none]. N.J.S.A. 45:22A-44.2 requires a study at least every five years, performed or overseen by a CAI-credentialed reserve specialist or a New Jersey-licensed engineer or architect, and reviewed by a licensed architect, engineer or credentialed reserve specialist. It must include a 30-year funding plan and a baseline plan with a lowest balance of zero.

I move that the board: (1) seek at least [three] proposals, each naming the preparer, reviewer and their credentials and including a site visit; (2) provide the chosen firm with all past studies, major repair invoices [and structural inspection reports]; (3) ask the association's attorney to confirm our next due date and funding options; and (4) place the selection on the agenda for [date].

[Name], [Board position]

[Date]

The Board of [Association name]

Re: Request for dispute resolution, N.J.S.A. 45:22A-44(c)

I own [unit]. Under N.J.S.A. 45:22A-44(c) [and, for a condominium, N.J.S.A. 46:8B-14(k)], the association must provide a fair and efficient procedure for resolving disputes between owners and the association, as an alternative to litigation.

I request dispute resolution about the association's reserve funding. Specifically: [for example, the [year] budget contributes $[amount] to reserves, below every plan in the study dated [date], and no 20-point notice was sent to owners].

Please send me a copy of the association's dispute resolution procedure and propose dates within [30] days. My letters of [dates] and your replies are enclosed.

[Name, unit, mailing address, telephone, email]

[Date]

To the Board of [Association name], c/o [management company]

Re: Structural inspection report, [building address]

I am a resident of [unit number]. Under the structural inspection law, P.L.2023, c.214 (N.J.S.A. 52:27D-132.3 to -132.5), reports "shall be made available to any resident of a covered building upon request."

Please provide a copy of the most recent structural inspection report for the building, any earlier structural reports, and any follow-up letters from the engineer about testing or repairs. An electronic copy is fine.

Thank you.

[Name, unit, email, telephone]

[Date]

To the Board of [Association name]

Re: Status of [building address] under N.J.S.A. 52:27D-132.3 to -132.5

The structural inspection law applies to a residential condominium or cooperative building whose primary load bearing system is concrete, masonry, steel or a hybrid structure.

Please tell me in writing whether the board treats our building as a covered building, and why. If the board has concluded it is not covered, please tell me what the building's primary load bearing system is and who advised the board on that question.

[Name, unit, email, telephone]

[Date]

To the Board of [Association name]

Re: Structural inspection dates, [building address]

Under N.J.S.A. 52:27D-132.3 to -132.5, covered buildings must be inspected by a New Jersey-licensed engineer on a set schedule.

Please tell me: (1) the date of the building's certificate of occupancy; (2) the date of the first structural inspection and the name of the engineer; (3) the date the board understands the next inspection is due, and whether that date comes from the engineer's report or the board's reading of the statute.

[Name, unit, email, telephone]

[Date]

To the Board of [Association name]

Re: Repair timeframes in the structural report dated [date]

The structural inspection law, N.J.S.A. 52:27D-132.3 to -132.5, requires the report to set out required maintenance or repairs with specificity.

For each repair in the report, please tell me: (1) the timeframe the engineer recommended; (2) its current status; (3) the target completion date; and (4) if any item is behind the engineer's timeframe, whether the engineer has confirmed in writing that the delay is acceptable.

[Name, unit, email, telephone]

[Date]

To the Board of [Association name]

Re: Funding of structural repairs

I understand the board may fund corrective maintenance of the primary load bearing system by an assessment or a loan under N.J.S.A. 45:22A-45a, and that reserves must be funded under N.J.S.A. 45:22A-44.3.

Please tell me: (1) the total estimated cost; (2) how much will come from reserves; (3) whether the board intends an assessment, a loan, or both, with amounts, terms and payment dates; (4) my unit's estimated share; and (5) when the reserve study will be updated to include this work.

[Name, unit, email, telephone]

[Date]

To the Board of [Association name]

Re: Preventative maintenance document

P.L.2023, c.214 requires a developer to make structural reports and a preventative maintenance document available to buyers before contract.

Please tell me whether the association holds a preventative maintenance document for the building, from the developer or otherwise, and if so, please provide a copy. If the association does not hold one, please tell me whether the board has asked the developer or the engineer for one.

[Name, unit, email, telephone]

[Date]

To the Board of [Association name]

Re: Plans for structural repairs, [building address]

The structural report under P.L.2023, c.214 (N.J.S.A. 52:27D-132.3 to -132.5) identified repairs to the load bearing system.

Please tell me: (1) which licensed architect or engineer prepared the repair plans; (2) whether plans have been filed with [municipality] and a permit issued, with the permit number; and (3) whether I may have a copy of the plans, or view them at the management office.

[Name, unit, email, telephone]

[Date]

To the Board of [Association name]

Re: Request for alternative dispute resolution

Under N.J.S.A. 45:22A-44(c) [for a condominium, add: and N.J.S.A. 46:8B-14(k)], the association must provide a fair and efficient procedure for resolving disputes between owners and the association, as an alternative to litigation.

I request that procedure for the following dispute: [one or two sentences, for example: the board has not provided the structural report I requested on [date]].

Please tell me within 14 days how the procedure works, who the neutral person will be, and proposed dates.

[Name, unit, email, telephone]

[Date]

To: [Seller], through [seller's agent or attorney]

Re: [Unit address], [association name]

Before we sign a contract for the above unit, please tell me in writing whether the association has sent owners any notice under N.J.S.A. 45:22A-44.3(e)(2) stating that the board has elected to fund reserves at 85% of a plan in its reserve study.

If it has, please provide a copy of the most recent notice, which the law requires the seller to give the buyer before the purchase contract is signed. I would also be grateful for copies of any earlier notices.

If no notice has been sent, please confirm that in writing.

[Name, address, telephone, email]

[Date]

To: [Association name], c/o [manager]

Re: Unit [number], [address]

I am [the owner of / the purchaser under contract of] the above unit. Under N.J.S.A. 46:8B-21(d), I require a certificate of unpaid assessments for the unit. The statute requires the association to provide it within 10 days after this request.

Please also show separately: any special assessment adopted but not yet due, with its installment dates; any late fees, interest, fines or collection costs; and whether any lien has been recorded against the unit.

Please send the certificate to me and to [attorney name and email].

[Name, address, telephone, email]

[Date]

To: [Association name], c/o [manager]

Re: [Building name and address]

I am a resident of the above building, at unit [number]. Please confirm whether the building is a covered building under N.J.S.A. 52:27D-132.3 to -132.5.

If it is, I request a copy of the most recent structural inspection report and any earlier reports, which the law requires to be made available to any resident on request.

Please also tell me the date of the most recent inspection, when the next is due, and whether the board has obtained cost estimates for any repairs the report requires.

[Name, unit, telephone, email]

[Date]

To: [Association name], c/o [manager]

Re: Unit [number], [address]

I am the owner of the above unit. Please provide:

1. The most recent reserve study under N.J.S.A. 45:22A-44.2 and 45:22A-44.3, with its date, who prepared it and who reviewed it.

2. Which funding plan in the study the current budget is based on.

3. Whether the association funds according to that plan, or at 85% under N.J.S.A. 45:22A-44.3(e)(2). If at 85%, which fiscal year of the permitted period this is.

4. The date of the next scheduled study.

[Name, address, telephone, email]

[Date]

To: [Association name], c/o [manager]

Re: Sale of unit [number], [address]

The above unit is being sold. Please tell me in writing:

1. The amount of any capital contribution payable on the sale, and the clause of the master deed or bylaws that authorizes it, as N.J.S.A. 46:8B-15(e) requires.

2. The monthly common expense assessment it is calculated on, and confirmation that it does not exceed nine times the most recent monthly assessment for this unit.

3. The account into which it will be paid.

4. Every other fee payable on the sale, what each is for, and its authority.

[Name, address, telephone, email]

[Date]

To: [Association name], c/o [manager]

Re: Unit [number], [address]

I am a member of the association. Please provide copies of the minutes of all open board meetings for the last 24 months. N.J.S.A. 45:22A-46(a) requires minutes to be available before the next open meeting.

Please also tell me in writing whether the association is a party to any pending lawsuit, arbitration or claim, and in general terms what each concerns. I understand the details of some matters may be privileged.

[Name, address, telephone, email]

[Date]

To: [Association name], c/o [manager]

Re: Planned sale of unit [number], [address]

I intend to sell the above unit. Please send me: the current budget and last year's income and expense statement; the most recent reserve study and funding route; the most recent notice under N.J.S.A. 45:22A-44.3(e)(2), if any; the most recent structural inspection report, if the building is covered; minutes for the last 24 months; the master deed or declaration, bylaws, rules and all amendments; the insurance certificate and deductible; and a statement of my account.

Please tell me any fee for this and how long it will take.

[Name, address, telephone, email]

[Date]

To: [Association name], c/o [manager]

Re: Unit [number], [address]

Please tell me in writing whether the board has adopted, or is considering, any special assessment or loan for any purpose, including corrective maintenance of the primary load bearing system under N.J.S.A. 45:22A-45a.

For each, please give the purpose, the total amount, the year expected, whether it is an assessment or a loan, and this unit's share.

If the association has sent a notice under N.J.S.A. 45:22A-44.3(e)(2), please confirm whether the year and amount in it are still current.

[Name, address, telephone, email]

[Date]

Board of Directors, [association name]

Re: [unit or lot number and address], account [number]

I have received your letter dated [date] stating a balance of $[amount]. I do not agree that this figure is correct.

Please send me a full ledger for my account from [date] to today, showing every charge and every payment, the date each was posted, and for each charge the type (assessment, special assessment, late fee, interest, fine, attorney fee or other). Please also identify the provision of the governing documents that authorizes each type of charge other than assessments.

[Condominium: I make this request under N.J.S.A. 46:8B-14(g), which opens the account for each unit to inspection by unit owners.]

I will review the ledger and respond in writing.

[Name, address, telephone, email]

[Date]

Board of Directors, [association name]

Re: [unit or lot number and address], account [number]

I made the following payments: [date and amount of each].

No New Jersey statute sets how an association applies partial payments, so I would be grateful if you would tell me in writing:

(1) to which charges each payment was applied, and in what amounts; (2) which provision of the governing documents or adopted policy governs how payments are applied, with a copy; and (3) whether that order of application has changed since [date].

[Name, address, telephone, email]

[Date]

Board of Directors, [association name]

Re: [unit or lot number and address]

Under N.J.S.A. 45:22A-44(c), the association must provide a fair and efficient procedure for resolving disputes between owners and the association, readily available as an alternative to litigation.

I request that procedure for the following dispute: [one or two sentences, for example "the late fees, fine and attorney fees on my account, totaling $[amount], listed on the attached sheet"].

Please send me a copy of the association's dispute resolution procedure and propose dates. I understand that, under N.J.S.A. 45:22A-43, I remain in good standing while this dispute is pending.

[Name, address, telephone, email]

[Date]

Board of Directors, [association name]

Re: Unit [number], fine dated [date]

My account shows a fine of $[amount] for [description of alleged violation].

Under N.J.S.A. 46:8B-15(f), a condominium fine may not exceed the maximum monetary penalty under N.J.S.A. 55:13A-19, which is $500 per violation and $5,000 per continuing violation. This fine exceeds that maximum.

I ask the board to withdraw the fine or reduce it to within the statutory maximum, and to confirm the correction to my account in writing within [number] days. I also reserve my right to dispute resolution and to dispute the fine itself.

[Name, address, telephone, email]

[Date]

Board of Directors, [association name]

Re: Unit [number], fine of $[amount] posted on [date]

Under N.J.S.A. 46:8B-15(f), a fine may not be imposed unless the unit owner is given written notice of the action taken and of the alleged basis for the action, and is advised of the right to participate in a dispute resolution procedure.

I have no record of receiving that notice. Please send me: (1) a copy of any written notice sent to me about this fine, with the date and method of delivery; (2) the rule and the provision of the master deed or bylaws authorizing the fine; and (3) the facts the association relies on.

[Name, address, telephone, email]

[Date]

Board of Directors, [association name]

Re: [unit or lot number and address]

Please tell me in writing whether the association has recorded a claim of lien against my [unit / lot] under [N.J.S.A. 46:8B-21 / N.J.S.A. 45:22A-44.1].

If it has, please send me a copy showing the recording date, and tell me: (1) the amount stated; (2) how that amount breaks down between assessments, late fees, interest, fines, expenses and attorney fees; (3) the current balance; and (4) whether, and on what date, the association notified the holder of my first mortgage in writing.

[Name, address, telephone, email]

[Date]

Board of Directors, [association name]

Re: [unit or lot number and address], account [number]

I accept that I owe $[amount] in assessments and I want to bring my account up to date. I cannot pay it all at once.

I ask the board to consider the following arrangement: I will pay my regular assessment of $[amount] each month when due, plus $[amount] a month toward the arrears, starting [date], until the balance is cleared. [I also ask the board to consider waiving the late fees of $[amount] if every installment is paid on time.]

If the board agrees, please confirm the terms in writing. I understand that, under N.J.S.A. 45:22A-43, an owner complying with a settlement remains in good standing.

[Name, address, telephone, email]

[Date]

Board of Directors, [association name]

Re: [unit or lot number and address]

On [date] I requested dispute resolution under N.J.S.A. 45:22A-44(c) about [brief description]. A copy of that request is attached. [Or: I am complying with the settlement agreed on [date].]

Under N.J.S.A. 45:22A-43, an owner remains in good standing while complying with a settlement, or while a dispute the owner started through dispute resolution or in court is pending.

Please confirm in writing, before the [election / meeting] on [date], that the association treats me as a member in good standing.

[Name, address, telephone, email]

[Date]

Board of [association name], c/o [manager or secretary]

Re: Request to inspect financial records under N.J.S.A. 46:8B-14(g), Unit [number]

I am the owner of the above unit. Under N.J.S.A. 46:8B-14(g) I ask to inspect the following accounting records:

[the general ledger and operating and reserve bank statements for (period); all vendor invoices over $(amount) for (period); all invoices from the association's attorney for (period); the account for my unit].

I understand the Department of Community Affairs' position is that this access is unconditional, requires no reason or board vote, is free for inspection, and cannot be made subject to a confidentiality agreement.

I can inspect on [two or three proposed dates and times]. Please confirm one, or propose another reasonable time.

[Name, unit address, telephone, email]

[Date]

Board of [association name], [Inc.], c/o [secretary]

Re: Written demand under N.J.S.A. 15A:5-24

I have been a member of record of the association since [date]. Under N.J.S.A. 15A:5-24 I demand to inspect:

[the books and records of account for (period); the minutes of members' proceedings for (period); the record of members].

My purpose is [for example: to understand the association's finances before the proposed special assessment, and to contact other members about it]. This purpose relates to my interest as a member.

I propose to inspect on [date], which is at least five days from this demand. Please provide the record of members within 10 days.

[Name, address, telephone, email]

[Date]

Board of [association name], c/o [secretary or election committee]

Re: Self-nomination, [year] election

I am a member in good standing of the association, and under N.J.S.A. 45:22A-45.2 I nominate myself as a candidate for the board in the [date] election.

[If the association circulates statements: My candidate statement is attached.]

Please confirm in writing that you have received this nomination within the nomination period, that my name will appear on the ballot in alphabetical order with the other nominees, and that absentee ballots will be offered.

If the association considers that I am not in good standing, please tell me promptly, in writing, with the amount and the reason.

[Name, unit address, telephone, email]

[Date]

Board of [association name]

Re: Petition for an election under N.J.S.A. 45:22A-45.2

The association's last election was held on [date], more than two years ago. We, the undersigned members in good standing, are at least 25% of the members in good standing. Under N.J.S.A. 45:22A-45.2 we petition for an election of the board, which must be held within 90 days of this petition, that is by [date].

Please confirm in writing, within [14] days, the date of the election and the timeline for nomination notice, nominations and ballots.

Contact for this petition: [name, unit, telephone, email].

[Table: printed name / unit address / signature / date]

[Date]

Board of [association name], c/o [secretary or manager]

Re: Request for minutes under N.J.S.A. 45:22A-46(a)

Please provide copies of the minutes of the following meetings: [board meetings held on (dates) / all board meetings from (date) to (date) / the members' meeting at which the last election was held].

For any closed session, please provide the record showing the date, the permitted category relied on, and the times the board entered and left closed session.

I understand minutes must be available to members before the next open meeting. If any minutes are in draft, please send the draft marked as such.

Please also tell me where notices of board meetings are posted.

[Name, unit address, telephone, email]

[Date]

Board of [association name]

Re: Closed session on [date], N.J.S.A. 45:22A-46(a)

The notice for the [date] meeting states that the board will meet in closed session to discuss [topic].

N.J.S.A. 45:22A-46(a) permits closed sessions only for matters of privacy, pending litigation, contract negotiations, attorney-client privilege and personnel. [Topic] does not appear to fall within any of these.

I ask the board to discuss this item in open session. If the board considers a permitted category applies, please state which one in open session before closing the meeting, and confine the closed discussion to it.

Please record this letter in the minutes.

[Name, unit address, telephone, email]

[Date]

Board of [association name]

Re: Request for alternative dispute resolution under N.J.S.A. 45:22A-44(c) [and 46:8B-14(k)]

I request alternative dispute resolution of the following dispute between [me and the association / me and the owner of unit (number)].

[Three sentences describing the dispute, with dates and amounts.]

The outcome I am seeking is [outcome].

Please tell me in writing what procedure the association uses, who will act as mediator or arbitrator, and [in a condominium: confirm that the costs will be a common expense]. I would be grateful for a response within 14 days.

I understand that under N.J.S.A. 45:22A-43 an owner remains in good standing while a dispute the owner started through ADR is pending.

[Name, unit address, telephone, email]

[Date]

Association Regulation Unit, New Jersey Department of Community Affairs, PO Box 805, Trenton, NJ 08625-0805

Re: Complaint concerning [association name], [municipality]

I enclose a completed Common Interest Community Association Complaint Form. The association is a [condominium / HOA / co-op] of [number] units.

My complaint concerns [owner access to financial records under N.J.S.A. 46:8B-14(g) / open meeting notice and minutes under N.J.S.A. 45:22A-46(a) / availability of dispute resolution under N.J.S.A. 45:22A-44(c) / election and voting rights under N.J.S.A. 45:22A-45.2].

I asked the board in writing on [dates]. Copies of my requests and any replies are enclosed, with a one-page timeline.

I ask the Department to [require the association to produce the records / ensure minutes are made available / require the association to offer dispute resolution / (other)].

[Name, address, telephone, email]