Texas HOA meeting? Tell owners before the deadline.

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 written notice of the vote at your meeting, and we print and mail each letter once you approve. Texas Property Code section 209.0056(a) sets that notice "not later than the 10th day or earlier than the 60th day before" the vote. USPS delivery times vary, so mail early enough.

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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What does section 209.0056 require?

Texas Property Code section 209.0056(a) says: "For an election or vote taken at a meeting of the owners, 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: (1) each owner of property in the property owners' association, for purposes of an association-wide election or vote." Subsection (b) says it "supersedes any contrary requirement in a dedicatory instrument."

What if the vote isn't at a meeting?

Subsection (a-1) says that for "an election or vote of owners not taken at a meeting," the association "shall give notice of the election or vote to all owners entitled to vote on any matter under consideration," and "The notice shall be given not later than the 20th day before the latest date on which a ballot may be submitted to be counted."

Can the meeting be held online?

Subsection (d) says a meeting of the owners "may be held by any method of communication, including electronic and telephonic means as provided by Section 6.002, Business Organizations Code." Put the access details in the notice. Subsection (c) carves out associations subject to Chapter 552 of the Government Code under section 552.0036; check with counsel if that may apply to you.

How do you pick a mail date?

Count back from the vote date and choose a mail date well inside the 10-to-60-day window. USPS lists First-Class Mail at 1-5 business days on its First-Class Mail page, and delivery times vary, so leave room. We don't promise a delivery date. Write the mail date and the vote date on your board calendar together, so anyone checking later can see the window was planned.

How do you mail it with USMail.ai?

You upload. You approve. We produce. Export the owner list, remove duplicates, 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. Every address comes from you. We check every address before mailing, and the AI never suggests or adds one. 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. USMail.ai is an AI print-to-mail platform, not USPS. See the HOA notices hub and the Texas state hub.

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 else might ride along with the notice?

Your bylaws and counsel decide the final package. Many boards cover the agenda, the seats up for election and how owners may vote. We mail the notice letter only; enclosures such as ballots or proxies aren't offered. Chapter 209 has other sections on ballots and candidate solicitation; read those sections before you build the mailing.

What do people ask about USMail.ai?

How early must a Texas HOA mail meeting notice?

Section 209.0056(a) requires written notice not later than the 10th day or earlier than the 60th day before an election or vote at an owners' meeting.

Can our bylaws set a different window?

Subsection (b) says section 209.0056 supersedes any contrary requirement in a dedicatory instrument.

What if owners vote by ballot without a meeting?

Subsection (a-1) requires notice not later than the 20th day before the latest date a ballot may be submitted to be counted.

Do you guarantee the notice arrives in time?

No. We print and hand every letter to USPS, and USPS delivery times vary, so mail early enough.

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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