HOA notices? Tell owners, no stamps to buy.

By the USMail.ai team, more than 50 years of combined expertise in printing and mailing

Statutes checked October 29, 2026

Direct answer: Every owner is sent the board's notice in writing, and we print and mail a letter to each address on your list once you approve. You upload the notice and the owner list, check the proof and the full price, and approve. A board member or manager approves every job before anything prints.

Statutes checked October 29, 2026: https://statutes.capitol.texas.gov/Docs/PR/htm/PR.209.htm, https://www.usps.com/ship/first-class-mail.htm. General information, not legal advice.

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Which HOA notices does this page cover?

A self-managed board or its manager mails three kinds of notices most often: the annual meeting notice, a violation notice to one owner, and a dues change notice to every owner. Each has its own section below. State rules differ, and Texas has its own page: Texas HOA meeting? Tell owners before the deadline.

How early must an HOA give annual meeting notice?

It depends on your state's law and your governing documents, so there's no single national rule. In Texas, Property Code section 209.0056(a) says that "not later than the 10th day or earlier than the 60th day before the date of the election or vote, a property owners' association shall give written notice of the election or vote" to each owner. Subsection (b) says the section "supersedes any contrary requirement in a dedicatory instrument." Pick your mail date inside your window. USPS delivery times vary, so mail early enough.

Can a violation notice go by Certified Mail?

Yes. A violation notice goes to one owner and names the rule and how to fix it, so many boards send it Certified for a USPS record. Certified Mail is $1.15 plus the current USPS Certified Mail fee, which USPS publishes in Notice 123. You see the full price before you approve. We don't offer paper Return Receipt yet. Your governing documents and state law set what the notice must say and how it must be sent; check with counsel.

How do you tell owners about a dues change?

Upload one letter that gives the new dues amount and the reason for it, add the owner list, and approve. We print and mail a letter to every owner on your list. Your documents and state law set any notice period; we don't. We mail the notice letter only; per-owner details such as a lot number or balance aren't offered.

How does mailing work on USMail.ai?

You upload. You approve. We produce. Export the owner list from your records and remove duplicate owners. Every address comes from you. We check every address before mailing, and the AI never suggests or adds one. Upload the notice, check the proof and the full price, and approve. We print, envelope and hand every letter to USPS. From our own production floor: we print, envelope and hand each piece to USPS, and you see the proof and the full price before you approve. If plans change, you can unapprove an approved job before its mail date, and the money goes back on your meter balance, not your card.

Letters starting at $1.15, postage included. For a one-page, single-sided, black-and-white First-Class letter. A meter balance is optional, and you can pay per mailing. USMail.ai is an AI print-to-mail platform, not USPS. More Texas pages are on the Texas state hub.

Can a condo association mail its annual meeting notice the same way?

Yes. A condominium association mails to unit owners the same way an HOA board mails to lot owners. Upload the notice, add the unit owner list from your records, check the proof and the full price, and approve. Notice rules for condos come from your state's condominium law and your association's declaration and bylaws, and they can differ from the rules for HOAs. Check the rules that apply to your building with counsel.

What other condo notices can you mail?

Most condo boards mail a few kinds of letters to every unit owner:

Assessment or budget notices: the new budget, a fee change or a special assessment, with the reason for it.
Board election notices: the election date, how to run and any ballot or proxy as extra pages.
Rule changes: the new or changed rule and the date it takes effect.

Each one is a single letter to every owner on your list. Your governing documents and state law set what each notice must say and when it must go out.

Who on the board can send it?

Any board member or manager your association authorizes can send it. There's no envelope stuffing at someone's kitchen table, no stamps to buy and no trip to the post office before the window closes. One person can upload the notice and the owner list, and another can review the proof and approve it, if that is how your board works. The full price shows before approval, so the treasurer knows the cost up front. If an owner list changes after approval, unapprove the job before its mail date, fix the list and approve again. Keep a copy of the notice as mailed and the mail date with your meeting records.

What do people ask about USMail.ai?

How early must an HOA give annual meeting notice?

It depends on your state and your governing documents. In Texas, Property Code section 209.0056(a) sets a window of 10 to 60 days before an election or vote at an owners' meeting.

Can we send a violation notice by Certified Mail?

Yes. Certified Mail is $1.15 plus the current USPS Certified Mail fee. We don't offer paper Return Receipt yet.

Can we mail every owner at once?

Yes. Upload the notice and your owner list, approve, and we print and mail a letter to each owner on the list.

Can a condo association use this too?

Yes. Notice rules for condos come from state law and the association's governing documents, and the mailing works the same way.

Do you look up owner addresses?

No. Every address comes from you, and the AI never suggests one. We check every address before mailing.

When does my letter go to USPS?

By default, letters you approve before 10 p.m. CT are handed to USPS the next business day (Monday to Friday). USPS delivery times vary. USPS handles delivery from there. There are no contracts, subscriptions or setup fees.

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